Privacy, Media and Photography Notice

Last updated: Aug. 4, 2026

Who We Are

This website is operated by Cottonwood Creek Church, referred to in this notice as “the church,” “we,” “us” or “our.”

Our website address is cottonwoodcreek.org.

This notice explains what information may be collected through our website and church activities, why it is collected, how it may be used and the choices available to you.

Information We Collect and Why We Collect It

Comments

When visitors leave comments on the website, we collect the information entered in the comment form. We may also collect the visitor’s IP address and browser user-agent information to assist with security and spam detection.

An anonymized string created from your email address, sometimes called a hash, may be provided to Gravatar to determine whether you use that service. After a comment is approved, a profile image associated with your Gravatar account may be publicly visible alongside your comment. Gravatar is operated by Automattic and is governed by Automattic’s privacy policy.

Contact Forms, Registrations and Requests

When you submit a contact form, prayer request, event registration, ministry inquiry, volunteer application or similar form, we may collect information such as your name, email address, telephone number and any other information you choose to provide.

We use this information to:

• Respond to your message or request

• Provide information about church services, ministries or events

• Process registrations

• Coordinate volunteers

• Provide pastoral or ministry-related follow-up

• Maintain appropriate administrative and ministry records

Please use care when submitting sensitive personal information through an online form. Access to submitted information is limited to staff members, ministry leaders or service providers who reasonably need it for the purpose for which it was provided.

Giving and Payments

When online giving, event payments or other financial transactions are available, payment information may be processed by a third-party payment provider. The church may receive information about the transaction, such as your name, contact information, donation or payment amount and transaction date.

The church generally does not directly receive or store complete credit card or bank account information processed through an outside payment provider.

Website Accounts

When users create an account on the website, we may store the personal information provided in their user profile. Users may be able to view, edit or delete certain profile information, although usernames may not be changeable.

Authorized website administrators may also view and edit account information when necessary to administer the website, provide support or protect the security of the site.

Media Uploaded to the Website

When uploading images to the website, you should avoid including images that contain embedded location information, sometimes called EXIF GPS data. Website visitors may be able to download an image and extract location information stored within it.

By uploading content, you represent that you have the right and any necessary permission to submit and use that content.

Cookies

Cookies are small files stored on your device that help websites operate, remember preferences and understand how visitors interact with a site.

Comment Cookies

When you leave a comment, you may choose to save your name, email address and website in cookies. This is provided for convenience so that you do not have to enter the same information when leaving another comment. These cookies may remain for approximately one year.

Login Cookies

When you visit a login page, the website may create a temporary cookie to determine whether your browser accepts cookies. This cookie does not contain personal information and is generally deleted when you close your browser.

When you log in, the website may set cookies that save your login information and display preferences. Login cookies generally remain for two days and display-preference cookies may remain for one year. Selecting “Remember Me” may allow your login to remain active for approximately two weeks.

Login cookies are removed when you log out.

Publishing Cookies

When an authorized user edits or publishes an article, the website may save an additional cookie indicating the identification number of the edited article. This cookie does not contain personal information and generally expires after one day.

Managing Cookies

Most browsers allow you to block, limit or delete cookies through the browser’s settings. Disabling certain cookies may affect the way some portions of the website function.

Analytics

[Confirm whether the website uses Google Analytics, Meta Pixel or another analytics service before publishing this section.]

We may use website analytics tools to understand how visitors find and use the website. These tools may collect information such as your IP address, browser type, device information, pages visited, referring website and the approximate date and time of your visit.

Analytics information is used to improve website performance, evaluate the effectiveness of church communications and better understand how visitors interact with our online resources.

Embedded Content and Third-Party Websites

Pages on this website may include embedded videos, images, maps, forms, social media posts, articles or other content provided by third parties.

Embedded content generally behaves as though you visited the third party’s website directly. These third parties may collect information about you, use cookies, employ additional tracking technologies and monitor your interaction with their content. This may include connecting your activity to an account you maintain with that third party.

The church does not control the privacy, security or data-handling practices of outside websites and services. You should review their respective privacy policies before providing personal information.

How We Use Personal Information

Personal information may be used to:

• Operate, maintain and secure the website

• Respond to questions, requests and prayer needs

• Administer church services, ministries and events

• Process registrations, donations or payments

• Communicate information you have requested

• Coordinate volunteers and ministry participation

• Prevent fraud, abuse, spam and other security threats

• Maintain administrative, financial and ministry records

• Comply with applicable legal obligations

We will not use personal information for a materially different purpose without providing appropriate notice or obtaining consent when required.

Who We Share Information With

We may share information with trusted vendors and service providers that assist with website hosting, email communications, event registration, online giving, payment processing, analytics, spam prevention, database management and other church operations.

These providers receive information only as reasonably necessary to perform services on behalf of the church and are expected to handle it appropriately.

We may also disclose information:

• When required by law, court order or other legal process

• When reasonably necessary to protect a person’s safety

• To investigate suspected fraud, abuse or unlawful activity

• To protect the rights, property, ministries or security of the church

• With your direction or consent

The church does not sell personal information for monetary consideration.

How Long We Retain Information

When you leave a comment, the comment and its related information may be retained indefinitely. This allows the website to recognize and approve appropriate follow-up comments without automatically placing them in a moderation queue.

Account information may be retained while an account remains active and for a reasonable period afterward when needed for administrative, security, recordkeeping or legal purposes.

Information submitted through forms, registrations, giving platforms or ministry communications is retained only for as long as reasonably necessary to fulfill the purpose for which it was collected and to meet applicable administrative, financial, ministry or legal requirements.

Your Choices and Privacy Rights

Depending on the services you use and the law that applies, you may request:

• Access to certain personal information maintained about you

• Correction of inaccurate information

• An exported copy of information you provided

• Deletion of certain personal information

• Withdrawal from nonessential church communications

The church may need to verify your identity before completing a request.

A deletion request does not apply to information the church must retain for legitimate administrative, financial, security, ministry or legal purposes. It also may not apply when retaining the information is necessary to protect another person’s rights or safety.

Requests may be submitted using the contact information at the end of this notice.

Children’s Privacy

The website is intended for a general audience and is not designed to collect personal information directly from children under 13 without appropriate involvement from a parent or legal guardian.

Children should not submit personal information through the website without the knowledge and permission of a parent or legal guardian.

When the church knowingly collects personal information online from a child, it will seek parental or guardian permission when required. A parent or legal guardian who believes a child has submitted personal information without appropriate permission may contact the church to request that the information be reviewed or removed.

Photography, Video, Audio and Livestreaming on Church Property

Church services, programs, classes, activities and special events may be photographed, filmed, livestreamed or otherwise recorded. Recordings may capture individuals who are attending or participating in activities on church property.

By entering and remaining on church property or attending a church-sponsored activity, you acknowledge that photography, video recording, audio recording and livestreaming may occur. To the extent permitted by applicable law, you consent to being incidentally photographed, filmed or recorded and to the church’s use of that incidental image, likeness or voice for worship, ministry, informational or promotional purposes.

Church media may appear in:

• Livestreamed or recorded worship services

• The church website

• Church-managed social media accounts

• Email communications

• Printed publications

• Event promotions

• Ministry presentations

• Other church communications

This notice is primarily intended to address incidental appearances in congregational settings, crowd images, worship services and general event coverage. The church may request separate written permission before using a person as the primary or intentionally featured subject of a testimonial, interview, promotional campaign or similar project.

The church will not sell a person’s image or knowingly license it for an unrelated commercial purpose.

Photography Involving Children

The church takes additional precautions when photographing or recording children.

A parent or legal guardian may be asked to provide separate permission for identifiable, focused or promotional use of a child’s photograph, video, name or voice. The church may also offer a photography opt-out through children’s or student ministry registration procedures.

Whenever reasonably possible, the church will avoid publicly pairing a child’s full name with an identifiable photograph or video without appropriate permission.

Requesting Not to Be Photographed

Anyone who does not wish to be photographed or recorded should notify a staff member, ministry leader, event representative or check-in volunteer upon arrival. Parents and legal guardians should follow any photography opt-out procedure provided during children’s or student ministry registration.

The church will make reasonable efforts to honor these requests. However, because many services and events involve large groups or live recording, the church cannot guarantee that an individual will never appear incidentally in the background of a photograph, video or livestream.

Anyone concerned about an image already published by the church may contact communicatons@cottonwoodcreek.org. The church will review reasonable removal requests while considering technical limitations, previously distributed materials, archival needs and the rights of others appearing in the same content.

This policy applies to photography and recording conducted by or on behalf of the church. It does not necessarily control photographs or recordings independently created by visitors, attendees or third parties. Attendees are expected to respect the privacy, dignity and safety of others, particularly children and individuals participating in prayer, counseling or other sensitive ministry activities.

Security

The church uses reasonable administrative, technical and physical safeguards designed to protect personal information from unauthorized access, disclosure, misuse, alteration or loss.

No website, electronic transmission or storage system can be guaranteed to be completely secure. Visitors should use care when deciding what information to submit electronically.

Data-Breach Response

If the church becomes aware of unauthorized access to personal information, it will evaluate the nature and scope of the incident, take reasonable steps to contain and address it and provide notification when required by applicable law.

Information Received From Third Parties

The church may receive information from third-party services used for event registration, online giving, ministry management, email communications, website analytics or other operational purposes.

Information received from these services will be handled in accordance with this notice and any restrictions imposed by the service provider or applicable law.

Automated Decision-Making

The church does not ordinarily use personal information to make solely automated decisions that produce legal or similarly significant effects concerning an individual.

Automated tools may be used for routine functions such as spam detection, security monitoring, email delivery and website analytics.

Changes to This Notice

This notice may be updated periodically to reflect changes in church practices, website features, service providers or legal requirements.

The revised notice will be posted on this page with an updated revision date. Continued use of the website after a revised notice is posted signifies acknowledgment of the updated notice.

Contact Us

Questions, concerns or privacy requests may be directed to:

Cottonwood Creek Church
1015 Sam Rayburn Tollway
Allen, TX 75013
communications@cottonwoodcreek.org
972.359.7777