Privacy Policy

This Privacy Policy applies to NCOL Ministries and to the services (hereinafter, the “Services”) running on (or on a client’s domain using our services) owned and operated by NCOL Ministries (“We”, “Us”). This Privacy Policy describes how NCOL Ministries collects and uses the personal information you provide.

It also describes the choices available to you regarding the use of, your access to, and how to update and correct your personal information.

Collection of Information

We collect user information in a manner consistent with the laws of the country in which we do business. When a user registers for any of the Services we must ask for information such as the user’s name, company name, email address, billing address, and/or credit card information. By using our systems, you consent to the use of your personal information as governed by this policy. You maintain the right to withdraw such consent at any time. If you do not agree to our use of your personal data in line with this policy, please do not use our services.

As is true of most websites, we gather certain information automatically. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data to analyze trends in the aggregate and administer the site.

We use collected information for the following general purposes: products and services provision, billing, identification and authentication, services improvement, contact, and research. The information we collect is used to improve the content and quality of the Services. User information is not shared with or sold to other organizations for commercial purposes, except to provide products or services the user has requested, when the user has given us permission to share such information. This policy is not intended to place any limits on what we do with data that is aggregated and/or de-identified so it is no longer associated with an identifiable user.

Service Providers

We may share your information with third parties who provide services on our behalf to help with our business activities. These companies are authorized to use your personal information only as necessary to provide these services to us. These services may include:

  • Payment processing
  • Providing customer service
  • Providing cloud computing infrastructure


In certain situations, NCOL Ministries may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose your personal information as required by law, such as to comply with a subpoena or other legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

In the event of a change in ownership, or a direct merger or acquisition with another entity, NCOL Ministries reserves the right to transfer all of our user information to a separate entity. In this event, we will notify our users when user information is transferred and becomes subject to a different privacy policy.

Tracking Technologies

NCOL Ministries and its partners use cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. You can control the use of cookies at the individual browser level, but if you choose to disable cookies, it may limit your use of certain features or functions on our website or service.

A cookie is a small amount of data, which often includes an anonymous unique identifier, that is sent to the user’s browser from a web site’s computers and stored on the user’s computer hard drive.

Our Services use the following types of cookies for the purposes set out below:

Essential Cookies

These cookies are essential to provide you with services available through our Services and to enable you to use some of its features. For example, they allow you to log in to secure areas of our Services. Without these cookies, the services that you have asked for cannot be provided, and we only use these cookies to provide you with those services.

Functionality Cookies

These cookies allow our Services to remember choices you make when you use the Services, such as remembering your login details and remembering the changes you make to other parts of the Services. The purpose of these cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you visit the Services.

Analytics and Performance Cookies

These cookies are used to collect information about traffic to our Services and how users use our Services. The information gathered does not identify any individual visitor. The information is aggregated and anonymous. It includes the number of visitors to our Services, the websites that referred them to our Services, the pages they visited on our Services, what time of day they visited our Services, whether they have visited our Services before, and other similar information.

We use this information to help operate Services more efficiently, to gather broad demographic information and to monitor the level of activity on the Services.

We use Google Analytics and other third party analytics services for this purpose. Google Analytics uses its own cookies. It is only used to improve how our Services work. You can find out more information about Google Analytics cookies here.

You can find out more about how Google protects your data here.

You can prevent the use of Google Analytics relating to your use of our Services by downloading and installing the browser plugin available here.


Upon request NCOL Ministries will provide you with information about whether we hold any of your personal information. You may access, correct, or request deletion of your personal information by contacting us at We will respond to your request within a reasonable timeframe. In certain circumstances we may be required by law to retain your personal information, or may need to retain your personal information in order to continue providing a service.

If you no longer desire our service, please send written confirmation of cancellation on your organization’s letterhead to


The security of your personal information is important to us. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received.

Security is a conversation that revolves around two aspects:

  • Physical Security; and
  • Electronic Security.

Involving two sources:

  • Threats from Foreign Sources (outsiders); and
  • Threats from within.

NCOL Ministries has taken the following steps to address all above aspects of security:

  • Information that originates with users’ web browsers is communicated between the browser and the server using 2048-bit SSL encryption. It is an encrypted “tunnel” of information that is sent between the user’s browser and the server. It is then decrypted at the server, and stored if necessary within the NCOL Ministries client’s database.
  • NCOL Ministries servers are all based in Canada, and are physically located within professional-grade, server rooms. Such facilities are defined has having multiple ultra-high sources of bandwidth from independent primary providers, and independent sources of power, including generator backup systems, etc. As well, their service includes highly regulated physical access, including 24 X 7 physical and electronic surveillance.
  • NCOL Ministries servers include significant redundancies, with mirrored hard drives, dual-redundant power supplies, etc. Failure of a single hard drive causes no loss of service.
  • Data within NCOL Ministries’s care is backed up every weeknight. Backup tapes are handled by NCOL Ministries staff, and are put into a rotational scheme providing opportunity to retrieve data from yesterday, last week, last month, going back six months. Backup tapes in regular rotation are stored in a safe, in a separate building from the servers, and long-term storage is in a bank vault.
  • All staff have undergone police record checks.

We may retain your information for as long as your account is active or as needed to provide you services, comply with our legal obligations, resolve disputes and enforce our agreements.

Client and Data Storage

We collect information under the direction of our Clients, and have no direct relationship with the individuals whose personal data we process. If you are a customer of one of our Clients and would no longer like to be contacted by one of our Clients that use our service, please contact the Client that you interact with directly. We may transfer personal information to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our Clients.

You have the right to access your personal information, however we have no direct relationship with the individuals whose personal data we process. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct his or her query to NCOL Ministries (the data controller). If requested to remove data we will respond within a reasonable timeframe.

Although we own the data storage, databases and all rights to the Sunergo application, our users retain all rights to their data. We will never sell or share user client data with any third parties, or contact the user’s clients directly. We also will not utilize user data in our database to compete with our users, market to our users’ clients, or advertise or contact our users’ clients for any other means of profit. We respect the privacy of our users, and the privacy of our user’s client data.

We will retain personal data we process on behalf of our Clients for as long as needed to provide services to our Client. NCOL Ministries will retain this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.


Our services are intended for those over the age of legal consent. We do not knowingly collect or solicit any information from anyone under the age of 13. Our services and their respective features are not directed at children under the age of 13.

Sensitive Personal Information

Subject to the next paragraph, we ask that you not send us, and you do not disclose, any sensitive personal data (e.g., social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background or trade union membership) on or through the Services or otherwise to us.

If you send or disclose any sensitive personal data to us when you submit user-generated content to our Services, you consent to our processing and use of such sensitive personal data in accordance with this policy. If you do not consent to our processing and use of such sensitive personal data, you must not submit such user generated content to our Services.


We may periodically update this policy. We will notify our users about significant changes to this Privacy Policy by sending a notice to the user’s primary email address listed with us, or by placing a prominent notice on our website.

This policy’s effective date is January 1, 2019.


Any questions about this Privacy Policy should be addressed to our support team at