Privacy Policy

1. Who we are and what this policy covers

Depth and Daylight, LLC (“we,” “us”) is a Florida limited liability company. This policy explains what information we collect, how we use and protect it, and how long we keep it, for each of our offerings:

• Chaplain Note Composer, our charting app for chaplains (section 7)
• Online courses, live teachings, and membership (section 8)
• Coaching, spiritual direction, and RTT® coaching packages (section 9)
• Books and other publishing (section 10)
• Our website, email list, YouTube channel, and social media (section 11)

Sections 2 to 6 apply to all of them. Sections 7 to 11 say what is different for each one.

Sandra Lee Chmielewski’s licensed therapy practice is a separate company, Breathing Space Today, LLC, doing business as Sandra Lee Therapy. It has its own privacy notice, and this policy does not cover therapy.

2. Please don’t send us health or identifying information

None of our services needs your health information, or any information that identifies another person. Please don’t include it in forms, emails, texts, course chats, community posts, or support messages. If you serve patients or clients, never share anything that could identify them. Section 7 sets out this rule for the app in more detail.

3. How we use information

• To provide what you signed up for: your app account, your course, your coaching, or the emails you asked for.
• To take payments, send receipts, and tell you about renewals and price changes.
• To answer your questions and fix problems.
• To send important notices about our services or these policies.
• To send news and offers only if you have agreed. Every marketing email includes a way to unsubscribe.
• To meet legal, tax, and accounting obligations, and to protect our rights and the safety of others.

4. Who we share it with

We do not sell or rent your information, and we do not share it for advertising. We share it only with the companies that help us run our services, and only as much as each one needs:

We may also share information when the law requires it, to protect our rights or someone’s safety, or as part of a sale or transfer of the business, in which case this policy would continue to apply to it.

5. How long we keep it, in general

• Billing records (what was bought, when, and for how much) we keep for seven years, or as long as tax and accounting laws require.
• Account information we keep while your account is open, then delete or anonymize it within 12 months, except billing records.
• Emails and messages you send us we keep as long as we need them to help you, and no longer than three years, unless they form part of a coaching or course record.
• Sections 7 to 11 note where an offering is different.

6. Your choices, your rights, and security

You can ask us to show you, correct, or delete the information we hold about you, or to stop sending you marketing email. Email support@depthanddaylight.com and we will respond within 30 days. We may need to keep some records, such as billing records, for as long as the law requires. Depending on where you live, you may have additional rights under your state’s law, and we will honor them.

Information is sent to us over encrypted connections. Card details are handled by our payment processors, which meet the card industry’s security standards. We limit access to the people who need it to run our services. No system is perfectly secure, but we keep as little as we can, and the most sensitive part of a chaplain’s work, the note itself, never reaches us.

Our services are for adults. We do not knowingly collect information from anyone under 18.

7. Chaplain Note Composer (the app)

The app is designed so that the content you use to build a note is processed locally, in the browser on your own device, and is not transmitted to Depth and Daylight, LLC. The app is not intended to receive, maintain, or transmit protected health information on behalf of a health care provider or health plan.

You must not enter identified patient information into the app’s free-text fields, or send it to us in support emails, texts, or feedback. That includes names, dates of birth, record numbers, room numbers, and any other detail that identifies a patient, client, or anyone you serve. When you ask for help, describe what you were charting in general terms.

If an organization needs us to receive or process protected health information, that use requires a separate written agreement and a technical review before it begins.

What we collect

• Account details: your name and email address, and your organization and role if you give them.
• Subscription details: your plan, trial and renewal dates, whether your subscription is active, and the date you agreed to our terms. Your card is handled by Stripe; we receive only limited details such as the card type, last four digits, and expiry date.
• Messages you send us, such as support emails and feedback.
• Basic technical records: like almost every website, our hosting providers automatically record visits, including IP address, browser type, and time, for security and to keep the service running.
• Group plans: the name and contact details of the organization’s administrator, and the names and emails of the users it adds.
• We never collect note content. The free-text fields are never saved, even on your device.

How we use it

• To let you sign in and confirm your subscription.
• To take payments and send receipts, trial reminders, yearly renewal notices, and price-change notices.
• To answer your questions. If your organization pays for your access, we may tell its administrator that you have an account and are active. We never share note content, because we never have it.

Where it is kept and who handles it

• On your device: a few settings so you don’t reset the app every shift (practice setting, the word you use for the person served, pronouns, note format, referral source, whether the reference card is open) and that you are signed in. None of these is sent to us. Clear them with the app’s sign-out button or your browser’s settings.
• With us: account and subscription details on our sign-in system, Stripe, and Google Workspace email.
• The app uses no advertising, analytics trackers, or tracking cookies.

How long we keep it

• As in section 5.

8. Online courses, live teachings, and membership

What we collect

• Your name, email address, and what you bought.
• Your course progress and completion, quiz or evaluation answers, and posts or comments you make in the course community.
• For live sessions: attendance (who joined and for how long), and what you say, show, or type during the session.
• For continuing-education courses: what you need on your certificate, such as your certification status, where you serve, and the hours earned.

How we use it

• To give you access, track your progress, issue certificates, and answer questions.
• To run the community and keep it safe.
• To improve our courses, using evaluations without your name where we can.

Where it is kept and who handles it

• On our course platform (Kajabi; LearnWorlds for continuing-education courses), with payments through the platform’s payment processor or Stripe, and live sessions on Zoom.
• Live sessions are recorded for the replay. If you speak or turn on your camera, you may appear in it. You may keep your camera off and use only your first name.
• In live sessions, chat, and community areas, please don’t share personal, medical, or other identifying information, about yourself or anyone else. Never share anything that could identify a patient, client, or anyone you serve.

How long we keep it

• Course access and progress: while the course is offered and your account is open.
• Continuing-education attendance and certificate records: seven years, so we can confirm your hours if a certifying body asks.
• Replays: for as long as the course offers them.

9. Coaching, spiritual direction, and RTT® coaching

Coaching is not health care. We protect coaching information with the same safeguards used for clinical records, and your Coaching Agreement & Confidentiality Policy explains confidentiality and its limits in full.

What we collect

• When you sign up: your name, email address, phone number, your answers on the coaching intake, and your signed agreements.
• During coaching: brief notes about your goals, actions, and progress.
• Booking details through Calendly, and your phone number if you choose text reminders (message and data rates may apply).
• Payments through Stripe, or PayPal for RTT®: we receive your name, email, the amount, and limited card details, never your full card number.

How we use it

• To provide and schedule your coaching, take payment, and keep the records the agreement describes.

Where it is kept and who handles it

• In our secure sign-up system and Google Workspace, encrypted, with access limited to Sandra and anyone who helps with scheduling and paperwork, who must keep it confidential.

How long we keep it

• Coaching records: seven years after coaching ends. Billing records: as in section 5.

10. Books and other publishing

Our books are sold through Amazon and other retailers.

What we collect

• When you buy a book from a retailer, we don’t receive your name, payment, shipping or billing address, or order history. The retailer handles all of that under its own privacy policy. We receive only sales totals and royalty reports.
• If you write to us about a book, or ask for book news, we handle your email as described in section 11.

How we use it

• To answer you, and to send book news if you asked for it.

Where it is kept and who handles it

• With our email service and Google Workspace email.

How long we keep it

• As in section 5. If we ever sell books directly, we will update this section first.

11. Our website, email list, YouTube channel, and social media

What we collect

• Your name, email address, and message when you use a contact or sign-up form or email us.
• Which emails you open or click, if our email service reports it, so we can send fewer unwanted ones.
• Comments and messages on YouTube and social media are collected by those platforms under their own policies. Public comments are public.

How we use it

• To reply, and to send the emails you signed up for. Unsubscribe at any time with the link in any email.

Where it is kept and who handles it

• With our email service and Google Workspace email.
• Cookies: the app uses none. Our course platform and website may use cookies needed to sign you in and run the service; we don’t use advertising cookies.

How long we keep it

• Email list: until you unsubscribe. Messages: as in section 5.

12. Changes to this policy

If we change this policy in a meaningful way, we will update the date at the top and, where we have your email address and the change affects you, tell you before it takes effect.

13. Contact

Depth and Daylight, LLC

25200 Sawyer Francis Lane, Suite 112, Lutz, FL 33559

Email: support@depthanddaylight.com