Scope
SightLoop is an invite-only church digital-signage service operated by El Roi Digital. This policy applies to the SightLoop website, Studio portal, Roku player, and SightLoop's ChatGPT connection.
Information we process
We process administrator names, email addresses, account identifiers, organization memberships and roles, invitations, organization settings, uploaded announcement images and videos, slide titles and schedules, Display Channel configuration, screen assignments, device status, and operational events. Authentication is handled through Firebase. Device credentials are stored as one-way hashes on the service.
When you connect an AI service, we also store the connected application's name and identifier, your account and organization identifiers, name and email address, granted permissions, connection and last-use times, revocation status, and hashed authorization codes and refresh credentials. Security audit records identify the administrator, action, affected record, time, and relevant before-and-after changes. Hosting logs may include IP addresses, request URLs, browser information, response status, and request times. Support requests contain the information you choose to send us.
How information is used
Information is used to authenticate approved administrators, publish content to assigned screens, support client organizations, secure the service, diagnose errors, and maintain service records. Connection records enforce the permissions you approve and allow you to review and revoke access. Logs and audit records support troubleshooting, abuse prevention, and accountability; they are not advertising profiles.
Content delivery
Validated display images, videos, and previews use content-addressed delivery URLs so Roku devices can retrieve them. These files can be retrievable before a channel is published. Anyone who obtains one of these URLs can retrieve that media; the URL is not an access-control boundary. Upload only content intended for public display, not confidential or sensitive personal information. Unpublished channel database state, administrator details, credentials, and internal database paths are not included in device manifests.
Retention
Account, membership, invitation, organization, and screen records remain while needed to operate and support the service. They currently have no fixed automatic deletion deadline; disabling access does not delete these records. You can request deletion through support as described below. Support correspondence is kept while needed to handle the request and maintain the service relationship, with no fixed automatic deletion deadline.
Connected-application registrations, authorization-code records, and connection records, including revoked connections, also currently have no automatic deletion deadline. An authorization code is usable for at most five minutes and an access token for one hour; these validity periods do not delete the underlying records. Revoking a connection blocks further connector access but does not itself erase its records. Contact support to request their deletion.
Application audit records are retained for the lifetime of the SightLoop service unless a reviewed deletion request or a revised legal or operational requirement changes that retention. Operational hosting logs are configured for 30 days; required Google Cloud infrastructure audit logs are configured for 400 days. Device events become eligible for automatic deletion after 30 days. Abuse-prevention counters become eligible when their rate-limit window ends. Automatic deletion can occur after the eligibility time.
SightLoop keeps a channel's draft, current publication, and one previous publication. Display media remains while referenced by any of those versions. Once unreferenced, media becomes eligible for operational cleanup after a seven-day recovery period; this is not a guarantee of deletion on day seven. Temporary video-upload files become eligible for storage-lifecycle deletion after one day.
Database point-in-time recovery and daily backups are configured for seven days. Database exports become eligible for deletion after 14 days, and deleted storage objects can remain recoverable for another seven days. Removing live records does not immediately remove backup or recovery copies. Backup copies are used for recovery, not ordinary product access.
Service providers
SightLoop uses Google Firebase and Google Cloud services for authentication, database, storage, hosting, logging, and content delivery. Providers process information under their applicable terms and security controls. Authorized El Roi Digital operators and your organization's authorized administrators can access information needed for their roles. If you contact support by email, our email provider processes that correspondence. Our production database is hosted in the United States; providers may process information in other locations under their terms.
Connected AI services
When an administrator explicitly connects SightLoop to ChatGPT, SightLoop shares the channel, slide, schedule, and existing-media details needed to fulfill that administrator's requests. These can include content titles, media delivery URLs, durations, channel and slide identifiers, publication versions, and draft-change timestamps needed to target edits safely. SightLoop receives the tool arguments selected for the request, not your entire ChatGPT conversation. ChatGPT acts under OpenAI's applicable account terms, retention settings, and privacy controls. The connection is limited to the administrator's organization and can be revoked from Studio. SightLoop does not send account passwords or device credentials to ChatGPT.
Requests and contact
You may request access to, correction of, or deletion of your personal information through El Roi Digital support. Authorized organization representatives may also request removal of organizational information. We verify the requester's authority before changing shared records. Administrators can manage draft content and disconnect AI services in Studio; disconnecting SightLoop does not delete information already held in your ChatGPT account. Manage that information through OpenAI's account controls.
A deletion request may not remove records that we must retain for security, legal obligations, or another person's legitimate access. We will explain any applicable limitation when handling your request. Do not email passwords, access tokens, or sensitive announcement content to support.
Privacy and data-handling requests may be sent to support@sightloop.net.
Effective: September 19, 2026.