Effective date: 01-01-2026 | Last updated: 05-22-2026
Redwood Ministry Services LLC ("Redwood," "we," "us," or "our") respects the privacy of every person who visits redwoodministryservices.com (the "Site"), fills out one of our forms, subscribes to our newsletter, schedules a discovery call, or becomes a Redwood client. This Privacy Policy explains what we collect, why we collect it, how we use and share it, and the choices you have.
By using the Site, you agree to the data practices described in this Privacy Policy. If you do not agree, please do not use the Site.
Redwood Ministry Services LLC is a US-based limited liability company headquartered in Oklahoma that provides bookkeeping, fractional CFO, administrative, marketing, and compliance services to churches and Christian non-profits. We deliver services remotely throughout the United States.
For questions about this Privacy Policy or your data, contact us at: hello@redwoodministryservices.com.
When you submit a form on the Site, subscribe to our newsletter, request a resource (such as the Church Financial Health Checklist), or schedule a discovery call, you may provide:
• Name (first and last)
• Work email address
• Phone number (when provided)
• Organization name and your role at that organization
• Approximate annual budget, average weekly attendance, or staff count
• Free-text responses describing your situation or questions
When you visit the Site, our website host, analytics, and marketing tools automatically collect certain technical information, which may include:
• IP address and approximate geographic location
• Browser type and version, operating system, device type
• Pages viewed, links clicked, time spent on pages, referring URL
• Email open and click events (when you receive email from us)
• Cookie identifiers and similar tracking technologies (see Section 6)
If you become a Redwood client, we will collect additional information through the Redwood Portal (our secure client portal operated on the TaxDome platform), our intake forms, and the ordinary course of providing services. This may include organizational financial records, donor records, bank and credit card statements, payroll records, tax documents, by-laws, board materials, and similar records you upload or grant us access to.
Information collected from clients in connection with services is governed primarily by your engagement letter with Redwood. This Privacy Policy applies to the Site; the engagement letter and any data processing terms in it govern the client relationship.
We use the information described above to:
• Respond to your inquiries and schedule discovery calls
• Send you resources you requested (such as downloadable checklists or guides)
• Send marketing emails — including our newsletter, nurture sequences, and case studies — to people who have opted in
• Send transactional emails related to a service request or active client engagement
• Operate, maintain, secure, and improve the Site
• Understand how visitors use the Site so we can improve content and user experience
• Score and segment leads so we can prioritize follow-up appropriately
• Provide bookkeeping, CFO, administrative, marketing, and compliance services to clients
• Comply with our legal obligations, enforce our agreements, and protect our rights and the rights of others
We do not sell your personal information. We share information only as needed to operate Redwood, and only with vendors who are bound by their own confidentiality and security obligations. Our principal data-processing service providers include:
• HubSpot, Inc. — our CRM system. Stores contact records, form submissions, deal pipeline information, meeting bookings, and lead scoring data.
• Brevo (Sendinblue SAS) — our marketing email platform. Delivers newsletters, nurture sequences, and other marketing email, and records open/click/bounce events.
• TaxDome, Inc. — the platform that powers the Redwood Portal (our secure client portal for documents, messaging, and reports).
• Google LLC — Google Calendar (for scheduling) and, where enabled, Google Analytics (for aggregate Site analytics).
• Our website host and content delivery network, who process basic request and server-log information.
We may also share information when required by law, in response to lawful legal process, or to protect the rights, property, or safety of Redwood, our clients, or others. In the event of a merger, acquisition, financing, or sale of substantially all of Redwood’s assets, information may be transferred to the acquiring entity subject to the protections of this Privacy Policy.
We keep information for as long as we have a legitimate business or legal reason to do so. In general:
• Marketing contacts (newsletter subscribers, downloaded-resource leads) — until you unsubscribe or ask us to delete your record, plus a reasonable period for our records.
• Sales pipeline records (form submissions, discovery-call notes) — for the duration of the prospective engagement and a reasonable follow-up period.
• Active client records (documents stored in the Redwood Portal, financial records, communications) — for the term of the engagement and as set out in your engagement letter; original records are typically retained for seven (7) years, and working files for three (3) years past termination.
• Aggregated and de-identified analytics data — indefinitely, in a form that no longer identifies you.
The Site uses cookies and similar technologies set by us and by our service providers. These include:
• Strictly necessary cookies that make the Site function (e.g., maintaining your session, remembering form progress).
• Analytics cookies (such as those set by HubSpot or Google Analytics) that help us understand aggregate Site traffic and content engagement.
• Marketing and personalization cookies (such as those set by HubSpot’s tracking script) that allow us to recognize returning visitors and tailor follow-up communications.
Most browsers let you refuse cookies, delete cookies already set, or notify you when cookies are placed. Refusing cookies may limit some Site functionality. Where required by applicable law, we will display a cookie consent banner on your first visit; you may change your preferences at any time using the link in the Site footer.
We do not currently respond to "Do Not Track" browser signals, because there is no industry standard for how to do so.
You can unsubscribe from marketing email at any time by clicking the unsubscribe link at the bottom of any marketing email we send. Unsubscribing applies only to marketing email; we may still contact you about an active service inquiry or client engagement.
You may ask us to confirm what personal information we hold about you, to correct it if inaccurate, or to delete it. To make a request, email hello@redwoodministryservices.com from the address you used to interact with us. We will respond within a reasonable time and in accordance with applicable law. Some information (such as documents we are required to retain for tax, audit, or contract reasons) may be exempt from deletion.
Depending on where you live, you may have additional rights — for example, the right to know what categories of personal information we collect, the right to opt out of "sales" or "sharing" of personal information for cross-context behavioral advertising, the right to data portability, and the right to non-discrimination for exercising your rights. We do not sell personal information for money. To exercise any of these rights, contact us at hello@redwoodministryservices.com.
Redwood is based in the United States and operates principally in the United States. If you submit information from outside the United States, you understand and agree that your information will be transferred to and processed in the United States.
The Site is intended for adult ministry leaders and administrators. We do not knowingly collect personal information from children under 13 (or 16, where applicable under local law). If you believe a child has provided us personal information, please contact us and we will delete it.
We use reasonable administrative, technical, and physical safeguards to protect personal information from unauthorized access, disclosure, alteration, or destruction. The Redwood Portal stores client documents with at-rest and in-transit encryption. No method of transmission over the internet or method of electronic storage is 100% secure; we cannot guarantee absolute security.
The Site may contain links to third-party websites — for example, our scheduling provider, our email platform, or third-party resources. We are not responsible for the privacy practices of those sites. We encourage you to read the privacy policies of any site you visit.
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of the page. Material changes will be communicated by reasonable means — for example, a banner on the Site or an email to active subscribers — before the change takes effect.
If you have questions about this Privacy Policy or how we handle your information, contact us at:
Redwood Ministry Services LLC
Email: hello@redwoodministryservices.com
Website: https://redwoodministryservices.com
Attn: Privacy
We will do our best to respond within a reasonable time, typically within 30 days.