SermonTrack

Terms of Service

Effective 22 August 2026 · Last updated 22 August 2026

The short version

  • Your content stays yours. We only use it to run the service for you.
  • SermonTrack prepares uploads — a person on your team publishes them. We never post to your channel by ourselves.
  • Pay monthly or annually; cancel whenever, and take your archive with you.
  • Pilot instances are free and provided as-is while we finish the self-service setup.

This summary is for orientation only. The sections below are the agreement.

1. This agreement

These Terms of Service are an agreement between Surface Collective Corporation (“SermonTrack”, “we”, “us”) and the church or organisation that uses the SermonTrack service (“you”, “your”). They apply to the hosted SermonTrack application, this website, and any support we provide with them (together, the “Service”).

By creating an account, accepting an invitation to one, or using the Service, you agree to these terms. If you are agreeing on behalf of a church, you confirm you are authorised to do so. Our Privacy Policy is part of this agreement.

2. What SermonTrack does

SermonTrack turns your service schedule into a tracked list of sermons: it generates a slot for every recurring service, requires each one to be accounted for, composes the title, description and tags for your video from your own templates, guides a person through publishing it, and — where you connect a channel — reads that channel back to confirm what is actually live. It can also publish a podcast feed and a public sermon archive, transcribe audio, and back your data up to a cloud drive you own.

SermonTrack does not publish videos for you. It never uploads, edits, deletes or changes the visibility of anything on your YouTube channel. Publishing is always an action a person on your team takes, in YouTube, using the material SermonTrack has prepared. You remain responsible for what your church publishes.

3. Accounts and access

  • Sign-in is by one-time link sent to an email address. Keep control of the mailboxes you add, and remove people promptly when they leave your team.
  • There are two roles. Admins manage people, integrations, and restore or replace data. Editors work on sermons, drafts and settings. Assign the least access a person needs.
  • You are responsible for everything done through your account, and for keeping your people’s contact details accurate.
  • Tell us promptly at hello@sermontrack.io if you believe an account has been compromised.

4. Plans, billing and cancellation

  • Subscription. Paid plans are billed in advance, monthly or annually, at the price shown when you subscribe. Prices are in US dollars and exclude any tax we are required to collect.
  • Renewal. Subscriptions renew automatically for the same period until cancelled. You can cancel at any time; the cancellation takes effect at the end of the period you have already paid for, and we do not pro-rate part-periods.
  • Allowances. Plans that bundle AI drafting and transcription include a monthly allowance, shown in the app under Settings › Plan & usage. When an allowance is used up, those features pause until the next monthly reset — the rest of the Service keeps working, and we never bill you for overage you did not agree to. You may connect your own AI provider key on any plan; usage on your own key is not metered by us.
  • Price changes. We will give at least 30 days’ notice by email before a price change takes effect for you, and it never applies to a period you have already paid for.
  • Failed payment. If a payment fails we will retry and email you. If it stays unpaid we may suspend the instance after 14 days’ notice, and close it after a further 30 — see section 13.
  • Refunds. If something we did stopped the Service working for you, tell us and we will make it right, up to and including a refund. Beyond that, fees are non-refundable except where the law requires otherwise.

5. Pilot and beta instances

We are running a limited pilot programme. Pilot instances are provided free of charge and as-is: features may change, and parts of the platform (self-service signup, automated provisioning, billing) are still being built. We will give you at least 30 days’ notice before a pilot instance moves to a paid plan or is closed, and you can export everything at any time. Nothing in this section reduces our commitments in section 6 or the Privacy Policy.

6. Your content

  • You own it. Sermon recordings, audio, transcripts, artwork, notes and every other thing you put into SermonTrack remain yours. We claim no ownership.
  • The licence you give us is only what running the Service requires: to store, copy, transmit, back up, index, display it back to your team, and — where you have switched on the podcast feed or public archive — publish the specific fields those features expose. It ends when the content is deleted.
  • You are responsible for having the rights to what you upload and publish, including music, images, and any recording of an identifiable person, and for following your own safeguarding and consent practices.
  • Export. You can download your entire archive as a single file from inside the app at any time, without asking us.

7. Acceptable use

Don’t use the Service to: break the law; infringe anyone’s copyright or privacy; upload malware; publish material that is defamatory, harassing, or that sexualises or endangers a child; attack, probe or overload our systems or anyone else’s; circumvent plan allowances, quotas or access controls; resell or white-label the hosted Service without our written agreement; or scrape it in ways that damage it for other churches. We may remove content or suspend access that breaches this section.

8. Third-party services

SermonTrack connects, at your option, to services run by other companies — YouTube and Google Drive, Microsoft OneDrive, Dropbox, S3-compatible storage, and AI providers. Those services are governed by their own terms, and their availability, quotas and policies are outside our control. In particular:

  • SermonTrack uses YouTube API Services. By using those features you also agree to the YouTube Terms of Service, and you acknowledge that Google’s handling of your data is governed by the Google Privacy Policy. You can revoke SermonTrack’s access to your Google data at myaccount.google.com/permissions.
  • API quotas are set by the provider. If a provider rate-limits or changes an API, a feature that depends on it may be delayed or unavailable, and that is not a breach of this agreement.

9. AI features

AI-generated titles, descriptions, summaries and clip suggestions are drafts. They can be wrong, can misquote, and must be reviewed by a person before anything is published — the Service is built so that they always are. You are responsible for what you publish. We do not warrant that AI output is accurate, complete, doctrinally sound, or free of third-party rights, and we do not use your content to train AI models. See the Privacy Policy for how AI requests are handled.

10. Availability and support

We aim for the Service to be available at all times, and we take scheduled maintenance outside Sunday service hours wherever we can. We do not offer a contractual uptime guarantee on current plans. Support is by email at hello@sermontrack.io; we answer as quickly as we reasonably can, and faster for plans that include priority support.

We take regular backups, and paid instances can also back up to a cloud drive you own. We strongly recommend turning that on: a backup you control is the one that is certainly there.

11. Our intellectual property

The SermonTrack software, name, logo and site content are ours or our licensors’. Subject to these terms we grant you a non-exclusive, non-transferable right to use the Service for your church’s own purposes for as long as your subscription lasts. You may not copy, resell, or reverse engineer the hosted Service except where the law says you may. Feedback you send us we may use freely, without obligation to you.

12. Self-hosting

SermonTrack can also be run on your own infrastructure. A self-hosted installation is governed by the licence that accompanies the software, not by these terms: we host nothing, hold none of your data, and provide no support or availability commitment for it beyond what we choose to offer the community.

13. Suspension and termination

  • By you. Cancel at any time from your billing settings or by emailing us.
  • By us. We may suspend or close an account for non-payment, for a breach of section 7, or where required by law. Except for serious breaches or legal requirements, we will tell you first and give you a chance to put it right.
  • What happens to your data. Your instance is retained for 30 days after closure so you can export it. After that it is deleted, along with backups we hold, on the schedule set out in the Privacy Policy. Videos on your own YouTube channel are unaffected — they were always yours.

14. Disclaimers

The Service is provided “as is” and “as available”. To the fullest extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free, that reconciliation will detect every discrepancy, or that any particular result — search ranking, listener numbers, or podcast directory acceptance — will follow from using it. Nothing here excludes liability that cannot lawfully be excluded, and if you are a consumer your statutory rights are unaffected.

15. Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect, incidental, special or consequential loss, or for lost profits, revenue, goodwill or data, however caused. Our total liability arising out of or relating to this agreement in any 12-month period is limited to the fees you paid us for the Service in the 12 months before the claim arose (or, for a free pilot instance, US$100).

Nothing in this section limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.

16. Indemnity

You will defend and indemnify us against third-party claims arising from content you upload or publish through the Service, or from your use of it in breach of these terms — including claims about music, images, or recordings of identifiable people. We will tell you promptly about any such claim and let you control the defence of it, provided any settlement releases us fully.

17. Changes to these terms

We may update these terms. For material changes we will email account admins at least 30 days before they take effect; continuing to use the Service after that means you accept them. If you don’t, you may cancel before they take effect and we will refund the unused part of any period you have prepaid.

18. Governing law

This agreement is governed by the laws of the State of New York, USA, without regard to its conflict-of-laws rules, and the courts of that jurisdiction have exclusive jurisdiction over any dispute — except that either party may seek injunctive relief anywhere to protect its intellectual property, and consumers keep the protection of the mandatory law of their own country of residence.

If any provision of these terms is held unenforceable, the rest stays in force. Our not enforcing a provision is not a waiver of it. You may not assign this agreement without our consent; we may assign it as part of a merger or sale of the business. These terms and the Privacy Policy are the entire agreement between us about the Service.

19. Contact

Questions about these terms: hello@sermontrack.io.

Postal: Surface Collective Corporation, 1 Park Pt. Apt 1128, Brooklyn, NY 11218.