Privacy Policy

Respecting Your Privacy

Event Oversight is a private tool for the volunteer work of circuit assemblies and conventions: scheduling, department assignments, congregation approvals, and the communication that goes with them. It is used only by brothers and sisters who serve or are invited to serve, and by the elders and overseers who coordinate them. This page explains what information the app and its mobile app keep, why, and who can see it.

We use your information only to organize this volunteer work. We do not sell it, show advertising, or build profiles for marketing, and the app has no analytics or advertising trackers.

Information We Keep

Most of what the app holds is entered by you, your congregation’s elders, or the circuit’s administrators:

• Volunteer record: name, congregation, gender, spiritual status and privileges (such as elder, ministerial servant, or pioneer), baptism status, phone numbers, and email addresses. Some of this is imported from congregation records kept by the elders.
• Service details: department and area assignments, shifts and schedules, training, rooming or move-in information, and the approval decisions elders and overseers record, including who made them and when.
• Account: your username, display name, email address, the groups your login belongs to, and when you last signed in or used the app. If you set a password, it is kept only as a salted hash, and the private key of a passkey stays on your device.
• Messages and files: messages and files you send or share through the app. If you report a message, a copy of it is kept with your report so it can be reviewed.
• Address lookups: when you type an address, what you type is sent to a mapping provider (see “Third parties”).
• Change history: a record of who changed which entry in the app and when, so mistakes can be traced and corrected.

We do not ask for financial information, government ID numbers, or your location, and the mobile app does not read your contacts, photos, or location unless you choose a photo or file to share.

Who Can See It

Access follows responsibility. Elders see and approve the volunteers from their own congregation. Department overseers and assistants see the volunteers in their departments. Event Oversight and the circuit administrators see what they need to coordinate the assembly. Other volunteers see only what is needed to serve alongside you, such as your name and department. Members of a conversation see what you post in it.

Information is shared outside the app only when you or someone responsible for the work does so deliberately, for example by emailing a letter or printing a roster.

Cookies and Similar Storage

The app sets a sign-in session cookie so you stay signed in, a small cookie noting that you are using the mobile app, and stores your light/dark theme choice in your browser. These are needed for the app to work. We do not use advertising or tracking cookies.

Data Security and Confidentiality

Connections to the app are encrypted in transit. The app, its sign-in service, and its file storage run on servers operated by the circuit’s administrators rather than on a public cloud account. Access to the servers and to administrative functions is limited to the few people who maintain them, and every sensitive page checks your role before showing anything. No system is perfectly secure, so please sign out on shared devices and keep your login to yourself.

How Long We Keep Information

We keep information only as long as it is needed for the work. Each January, records of people who have had no assignment or activity since the start of the previous service year are deleted, along with anyone a congregation reports as having moved outside the circuit, passed away, or no longer being one of Jehovah’s Witnesses. Elders with an active account are kept while they continue to serve.

Your Choices

You can review and update your contact details in the app, and you can ask an administrator to correct or remove your record at any time. If you have an account you can delete it yourself from Account → Security. That removes your login, Messages access, and notification history; the congregation’s volunteer record stays on file until it is removed by an administrator or reaches the retention schedule above.

Third Parties

• Mapbox provides address suggestions. The text you type into an address field is sent to Mapbox to return suggestions; nothing else about you is sent.
• Email delivery. Invitations, password links, and letters are sent through the circuit’s mail service, and email you compose with the OWA Helper extension goes through your own mailbox.
• Apple. If you install the mobile app, Apple handles its distribution and the usual App Store data for installs and crashes, under Apple’s own privacy policy.

The app links to jw.org and other sites. We do not control their privacy practices, so please read their policies.

Minors

Event Oversight is for volunteers who serve in a department. A minor’s information is entered only with the knowledge of a parent or guardian, and a parent or guardian may ask to review or remove it.

Changes to This Policy

If we change how information is handled, we will update this page and its date. For a significant change, such as a new feature that shares information in a new way, we will also say so in the app’s release notes.

Contact

Questions, corrections, or removal requests can be sent to [email protected] or to the circuit’s Event Oversight administrators.