1. Who we are
World Liberation Ministries operates this retreat attendee site for the WLM Family Retreat. Retreat registration is completed on the church website; this site is for accounts, check-in, and on-site use during the retreat. Questions about this policy may be sent to familyretreatapp@wlmglobal.org.
2. Information we collect
When you create an account or use the site, we may collect:
- Account information: name, email address, password (stored in hashed form), and optional mobile phone number
- Retreat plans: planned arrival and departure dates and times, transportation needs, volunteer interests, Family Night Games sign-ups, outdoor activity choices, and related sign-up responses
- Volunteer details:phone numbers for Youth Ministry, background check status and document links for Children's Ministry, and other role-specific answers you provide
- Check-in and lodging: check-in and check-out times, room assignment when available, and room key status
- Photos: retreat experience photos you choose to upload, including optional captions
- SMS preferences: whether you opted in to text messages, when consent was recorded, and the version of our SMS Terms of Service you accepted
- Technical data: session cookies used to keep you signed in and basic server logs needed to operate and secure the site
3. How we use information
We use your information to:
- Create and manage your retreat account
- Plan lodging, volunteer roles, activities, and on-site check-in
- Send email notifications about your account and check-in
- Send text messages only if you opt in — see our SMS Terms of Service
- Display shared retreat photos to signed-in attendees and operate admin tools
- Protect the site, troubleshoot problems, and comply with applicable law
We do not sell your personal information. We do not use your mobile number for unrelated marketing without separate consent.
4. How we share information
We share information only as needed to run the retreat:
- Authorized WLM staff and volunteers with admin access for retreat planning, registrant lists, lodging, and check-in
- Service providers that host and operate the site, including Amazon Web Services (application hosting, database, email, and optional text messaging) and Microsoft OneDrive / Graph (background check documents and experience photos, when configured)
- Other attendees may see shared retreat photos you upload in the site gallery; your email and password are not shown to other registrants
- Legal requirements when we believe disclosure is required by law or necessary to protect safety and rights
5. Cookies and sessions
We use essential cookies to maintain your sign-in session and, for staff, a separate admin session. These cookies are required for account features and are not used for third-party advertising.
6. Data retention
We keep account and check-in information for as long as needed to operate the retreat, support attendees, and maintain appropriate records for WLM. Staff may remove registrant accounts when no longer needed. Uploaded photos and documents may be deleted when you remove them or when administrators clean up retreat materials.
7. Security
We use reasonable technical and organizational measures appropriate to the nature of the data, including encrypted connections, hashed passwords, and access controls for admin tools. No method of transmission or storage is completely secure.
8. Your choices
- You may create an account without opting in to text messages.
- Text opt-out: reply STOP or contact familyretreatapp@wlmglobal.org. See our SMS Terms of Service.
- You may update optional sign-ups from your dashboard when signed in.
- To ask about your information or request account deletion, contact familyretreatapp@wlmglobal.org.
9. Children
This site is for attendees and families during the retreat. Parents or guardians may add minors in their household under their own account when a child does not have an email address. For those minors we store name, birth year, activity choices, and your confirmation that you completed the children's outdoor activities waiver on SmartWaiver forms. That information is used only for retreat planning, safety, and activity sign-ups. We do not create separate login accounts for minors. Contact us with any questions about information for children in your care.
10. Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page with an updated date. Continued use of the site after changes means you accept the updated policy, subject to any additional consent required by law.
11. Contact
World Liberation Ministries · WLM Family Retreat 2026
Email: familyretreatapp@wlmglobal.org