Churches Software — Terms of Service

Last updated: July 13, 2026

Welcome to Churches Software, a cloud church management platform operated by Tech Oasis Systems (Pty) Ltd (“Tech Oasis”, “we”, “us”, or “our”).

These Terms of Service (“Terms”) govern your access to and use of:

our website at https://www.thechurches.software;
our web application at https://app.thechurches.software; and
related support, communications, and services (together, the “Service”).

By creating an account, starting a trial, or using the Service, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the Service.

If you use the Service on behalf of a church, ministry, or organisation, you confirm that you have authority to bind that organisation. In that case, “you” means both you individually and the organisation.

1. Definitions

Account — a registered login used to access the Service.
Administrator — a user authorised by a church to configure the Service, manage users, and access church data.
Church Customer — a church, ministry, or organisation that subscribes to or trials the Service.
Congregation Data — personal information about members, donors, volunteers, staff, and other individuals that a Church Customer uploads or manages in the Service.
Subscription — a paid plan based on congregation size and billing period (monthly or yearly).
User — any person who accesses the Service under a Church Customer account.

2. The Service

Churches Software helps churches manage membership, households, pastoral care, finances, events, communications, reporting, and related administration. Features may change over time as we improve the platform.

We may add, modify, suspend, or discontinue features with reasonable notice where practicable. We do not guarantee that every feature will be available in every country or on every device.

3. Accounts and security

You are responsible for:

providing accurate registration and billing information;
keeping login credentials confidential;
all activity under your Account; and
ensuring only authorised users access Congregation Data.

You must notify us promptly through our contact form if you suspect unauthorised access to your Account.

4. Free trial, subscriptions, and payments

4.1 Free trial

We may offer a 30-day free trial. Trial availability, features, and eligibility are determined at our discretion. At the end of a trial, continued use may require a paid Subscription.

4.2 Subscriptions

Paid Subscriptions are based on congregation size tiers shown on our pricing page. Prices may be displayed in ZAR for South Africa or USD internationally, unless otherwise stated.

By subscribing, you authorise us (or our payment provider) to charge the applicable fees for the billing period you select (monthly or yearly).

4.3 Renewals and cancellation

Subscriptions renew automatically at the end of each billing period unless cancelled before renewal. You may cancel through your account settings or by contacting us via the contact form.

Cancellation stops future charges but does not automatically entitle you to a refund for the current billing period unless required by law or explicitly agreed in writing.

4.4 Price changes

We may change pricing with reasonable prior notice. Price changes apply from the next renewal after notice, unless otherwise required by law.

4.5 Taxes

Fees are exclusive of applicable taxes unless stated otherwise. You are responsible for taxes, duties, or levies imposed by your jurisdiction, excluding taxes based on our net income.

5. Acceptable use

You must not use the Service to:

break any law or infringe the rights of others;
upload unlawful, harmful, abusive, defamatory, or discriminatory content;
send spam or unsolicited communications outside lawful church ministry purposes;
attempt to gain unauthorised access to systems, accounts, or data;
introduce malware or interfere with the integrity or performance of the Service;
reverse engineer or copy the Service except where permitted by law;
resell or sublicense the Service without our written consent.

We may suspend or terminate access if we reasonably believe these rules have been violated.

6. Congregation Data and your responsibilities

As a Church Customer, you control Congregation Data. You are responsible for:

having a lawful basis to collect and process Congregation Data;
providing appropriate privacy notices to your members, staff, and donors;
obtaining consents where required (including for SMS, email, and pastoral communications);
the accuracy, quality, and legality of data you upload; and
configuring user roles and permissions appropriately within your organisation.

You must not upload sensitive personal information unless necessary for legitimate church administration and permitted by applicable law.

7. Our role as service provider

Tech Oasis provides the Service and processes Congregation Data on your instructions to deliver church management functionality. Unless otherwise agreed in writing, you remain the responsible party for Congregation Data under applicable privacy laws, including POPIA and, where relevant, GDPR.

We process website visitor and account-holder data as described in our Privacy Policy.

8. Communications through the platform

The Service may enable email, SMS, announcements, and notifications. You are responsible for:

complying with anti-spam, telecommunications, and marketing laws;
honouring opt-out requests from recipients; and
using communications features only for legitimate church-related purposes.

SMS and email delivery may rely on third-party providers. Delivery is not guaranteed.

9. Online giving and payments

If you use online giving or payment features, transactions may be processed by third-party payment providers. We do not store full payment card details on our servers where payment processing is outsourced to PCI-compliant providers.

You are responsible for reconciling donations and financial records within your church and for complying with local financial reporting obligations.

10. Intellectual property

We and our licensors own the Service, software, branding, documentation, and website content. These Terms do not transfer ownership to you.

We grant you a limited, non-exclusive, non-transferable right to use the Service during an active trial or Subscription, subject to these Terms.

You retain ownership of Congregation Data. You grant us a licence to host, back up, and process Congregation Data solely to provide and improve the Service.

11. Confidentiality and security

We use administrative, technical, and organisational measures designed to protect the Service and data, including encryption in transit (SSL/TLS). No internet transmission or storage system is completely secure.

Payment card processing is handled through PCI-DSS compliant providers. Our website uses SSL certificates issued through reputable certificate authorities, including Sectigo.

12. Backups and availability

We perform regular system backups and take reasonable steps to maintain continuity of the Service. You are also responsible for maintaining your own records and exports where needed for your church operations.

The Service is provided on a commercially reasonable efforts basis. We do not guarantee uninterrupted or error-free operation.

13. Cookies

Our website and application use cookies and similar technologies as described in our Privacy Policy. By using the Service, you consent to such use where required by law.

14. Suspension and termination

You may stop using the Service at any time. We may suspend or terminate access if:

fees are overdue;
you materially breach these Terms;
we are required to do so by law; or
continued provision creates security, legal, or operational risk.

Upon termination, access to the Service may cease. We may delete or anonymise Congregation Data after a reasonable period following account closure, unless retention is required by law or legitimate business needs. Inactive accounts without an active licence may be deleted within 30 days, as communicated in our policies.

15. Disclaimer

To the fullest extent permitted by law, the Service is provided “as is” and “as available”. We disclaim warranties of merchantability, fitness for a particular purpose, and non-infringement, except where exclusion is not permitted by law.

We do not provide legal, tax, accounting, or pastoral advice. You remain responsible for your church’s compliance and ministry decisions.

16. Limitation of liability

To the fullest extent permitted by law, Tech Oasis will not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, goodwill, data, or business opportunity.

Our total liability for claims arising out of or relating to the Service in any 12-month period is limited to the fees paid by you for the Service in that period, except where liability cannot be limited under applicable law (including liability for death, personal injury, or fraud).

17. Indemnity

You agree to indemnify and hold harmless Tech Oasis, its directors, employees, and agents from claims arising out of your use of the Service, your Congregation Data, your communications sent through the Service, or your breach of these Terms or applicable law, except to the extent caused by our gross negligence or wilful misconduct.

18. Governing law and jurisdiction

These Terms are governed by the laws of the Republic of South Africa. You agree to the exclusive jurisdiction of the courts of South Africa, subject to any mandatory consumer protections in your country of residence.

19. Changes to these Terms

We may update these Terms from time to time. We will post the updated version on this page and update the “Last updated” date. Material changes may also be notified through the Service or by email where appropriate. Continued use after changes take effect constitutes acceptance of the revised Terms.

20. Contact

Questions about these Terms? Please use our secure contact form. We do not publish direct email addresses on this website to reduce spam.