← Gathered In Forms

Privacy Policy

Effective October 19, 2026

Gathered In Forms (“the Service”) is operated by Brushy Creek Software (“we”, “us”) at gatheredinforms.com. It lets event organizers publish registration pages that collect the information on the Church’s Permission and Medical Release Form. This policy explains what information the Service handles, where it goes, and what we keep.

The Service is an independent tool. It is not owned, operated, or endorsed by The Church of Jesus Christ of Latter-day Saints.

The short version

• We store the details organizers enter about their events, their blank source forms, and their sign-in email address. Draft source forms are private to the organizer; published blank forms are available through their event.
• We do not store registrations. Participant contact information, medical information, signatures, and completed forms are prepared in the registrant’s browser, then delivered to the organizer’s own Google account. They pass through our server only in memory, on the way.
• We do not sell information or use third-party analytics or tracking tools. We keep limited account activity and event counts to understand whether the Service is useful.

Information about event organizers

When you sign in and create events, we store:

• Your email address, used to send sign-in links and to associate events with you.
• Submission recovery records: a hashed random attempt key, event and document revision identifiers, processing state, lease and timestamps help us check whether a registration was sent after an interrupted response. These records contain no participant names, answers, signatures, filenames, file links or completed forms. They remain until the event is deleted so an expired key cannot create an accidental duplicate. Separate organizer configuration maps document identifiers to spreadsheet columns.
• Limited activity statistics: the account creation date, number of successful sign-ins, most recent sign-in time, and a count of successful participant submissions for each event. We do not store a history of sign-ins, browsing activity, or device identifiers for these statistics. Only authorized site administrators can view account statistics.
• Event details you enter: stake and ward names, event name, dates, description, additional questions, and the event organizer name, phone number, and email address. The event organizer name, phone number, and email address are shown on the public registration page and printed on each completed permission form.
• Google connection details, if you connect Google: the email address of the connected Google account, the identifiers of the spreadsheet and Drive folder the Service created, and a Google refresh token. The token is encrypted before it is stored.

To suggest values when you create a new event, the Service reuses details from your own earlier events. Your details are never suggested to other organizers.

Information about registrants

A registration page asks for the participant’s name, ward (for stake events), date of birth, phone number, address, emergency contact, medical and dietary information, activity limitations, accommodation needs, answers to the organizer’s additional questions, and the signatures of the participant and, for a minor, a parent or guardian.

• On your device. The form and the completed PDF are prepared entirely in your browser. While you fill it in, your answers are saved in your browser’s session storage so a page reload does not lose them. That copy stays on your device and is cleared when the tab is closed or the registration is submitted.
• When you press Submit. Your browser prepares the signed permission form and each completed additional form, and you review those exact files before you submit. They are sent, with your answers and your review and signature confirmations, over an encrypted connection to our server, which checks them against the event and forwards them unchanged to the organizer’s Google account: a new row in the organizer’s Google Sheet and separate completed PDFs in the organizer’s Google Drive folder. Our server does not create or change the PDFs. Our server processes the submission contents in memory only. It does not write those contents to any database, file, or log. After confirmed submission, it increments a counter for the event. Non-content recovery records help check uncertain outcomes before offering another attempt; they do not retain the registration contents.
• After submission. The registration is held by the organizer in their Google account and is subject to their handling and to Google’s terms. Organizers are responsible for keeping it confidential and sharing it only as needed, as the permission form states. To correct or remove a registration, contact the event organizer listed on the registration page.

Registration information about minors is provided by the minor’s parent or guardian or by the participant at the parent’s or guardian’s direction. The Service is not directed to children and does not knowingly collect information from children for its own use.

Google user data

When an organizer connects a Google account, the Service requests only these permissions:

• openid and email, to show which Google account is connected.
• drive.file, which allows access only to files the Service itself creates. The Service cannot see or change any other files in the organizer’s Google Drive.

The Service uses this access only to create the registrations spreadsheet, the event folder, and a subfolder for each kind of form, to add the header row and a row for each registration, to format those rows, to upload each signed form (the permission form and any additional forms), and to read the spreadsheet’s header and row count to keep columns aligned and show how many registrations have been received.

Gathered In Forms’ use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, we do not use it to train artificial intelligence or machine learning models, and no person reads it except as needed for security, to comply with law, or with the organizer’s permission to resolve a support request.

You can disconnect Google at any time from an event’s Google Drive step, with Disconnect Google Drive, which revokes the token and deletes it from our database. You can also remove the Service’s access from your Google Account at myaccount.google.com/permissions. Disconnecting does not delete the spreadsheet or the signed forms; they remain in your Drive.

Feedback

If you send feedback while signed in, we email your message and account email address to feedback@gatheredinforms.com so we can respond. Feedback is held in our email inbox, not in the Service’s database. You can request its removal by contacting us.

Cookies and similar storage

• Sign-in cookie: keeps organizers signed in for up to 30 days.
• Google connection cookie: lasts up to 10 minutes while connecting a Google account.
• Session storage: holds a registration in progress on the registrant’s device, as described above.

We do not use third-party analytics or tracking cookies.

Security and abuse prevention

• All traffic uses HTTPS. Google refresh tokens are encrypted at rest.
• Sign-in links work once and expire after 15 minutes. They are stored only as one-way hashes and are deleted within a day of expiring.
• To limit abuse, we count recent requests per IP address and per email address. These counters are stored only as one-way hashes and are deleted within a day.

Service providers

• Cloudflare hosts the Service, its database, and private storage for organizer-supplied blank source forms. Participant drafts, answers, signatures, and completed forms are never saved in that storage. Like any web host, Cloudflare processes basic request information such as IP address, browser type, and the address requested, and keeps operational logs for a short period. Our own log messages record errors and event identifiers, never registration contents. So that site administrators can diagnose problems, we also keep a copy of these error records, with the browser type and, for a signed-in organizer, the account, in our database for 30 days.
• Resend delivers sign-in and feedback emails (Cloudflare’s email service may deliver them instead), so it receives the organizer’s email address and the sign-in link or feedback message.
• Google receives registrations, but only at the direction of the organizer who connected their account.

We share information with others only when required by law or to protect the safety of people or the Service.

Retention and deletion

• Event details and non-content submission recovery records are kept until the organizer deletes the event. Deleting an event removes it from our database; it does not delete the organizer’s spreadsheet or Drive files.
• Organizer email addresses are kept until the account is deleted. You can delete your account at any time: open the account menu (your email address at the top of the page), choose Account settings, then Delete account. Deleting it removes your email address and all of your events from our database, deletes any pending sign-in links, and revokes every Google connection. Spreadsheets and signed forms in your Google Drive are not affected. You can also ask us to delete your account by email.
• Account activity statistics are removed when the account is deleted; event submission counters are removed when the event is deleted. If an account is blocked to prevent abuse, its email address remains on a restricted blocklist until the block is removed. No other deleted account data is kept for blocking.
• We do not hold registrations, so we cannot delete them. The organizer can delete them from their Google account.

Changes

If we change this policy, we will update the effective date above. Material changes affecting Google user data will be made in line with Google’s policies.

Contact

Questions or requests: support@gatheredinforms.com.