NARRABEEN BAPTIST CHURCH PRIVACY POLICY
1. Overview
Narrabeen Baptist Church (NBC) respects your privacy and believes you have the right for your personal information to be kept private. In this policy, "we", "us" or "our" refers to NBC.
NBC seeks to deal carefully with any personal information we collect and retain in the manner set out in this policy.
If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered to be personal information. This document summarises how we will apply the relevant obligations to the information we collect, and how we hold, use and disclose that information.
2. Collection of Information
The Church collects and retains information when necessary for the purposes of church life, ministry and related activities of NBC.
We may ask for general information about you such as your name, contact details and address so that we are able to provide you with access to the relevant services or the assistance you have requested. The information collected may include some sensitive information such as health information, your religious beliefs and so forth. When practicable, the purpose for which we collect personal information will be made clear at the time of collection.
You are not required to give us any personal information. However, if you do not provide us with certain information we may not be able to provide you with access to some of our services or allow you to participate in some of our activities. The circumstances in which we would restrict access to services or activities are rare.
During the COVID-19 pandemic, we are also required to maintain a register of attendees at all gatherings on church property, including attendance for hirers, weddings, funerals and small religious ceremonies. Contact information must be kept about all guests and staff for contact tracing purposes, including name, address and mobile phone number for a period of at least 28 days. If requested, this information must be provided to public health officers.
In addition, we may also collect some information that is not personal information in order to obtain anonymous answers to surveys and to aggregate information.
2a. Types of Personal Information
We may collect the following types of personal information:
Contact information (Phone/Mobile; Email);
Date of birth, or birth year;
Church or Ministry details;
Volunteer roles with us;
Expertise and interests;
Family circumstances;
Financial information that you provide to us including your credit card and debit card details;
Sensitive information (such as your health information, family and personal circumstances, criminal records check) that you provide to us, including but not limited to information shared during pastoral visits, prayer, and when completing our forms. We will only collect the sensitive information that is necessary for us to provide you with the relevant care and services.
Details of events or camps that you previously attended, together with any additional information necessary to run the event or camp;
Any additional information relating to you that you provide to us directly through our websites or indirectly through use of our websites or online presence; and
Any other information you provide to us.
2b. Direct Collection of Information
We collect your personal information directly from you unless it is unreasonable or impracticable to do so. When collecting personal information from you, we may collect in ways including:
When you complete paper and electronic forms, including but not limited to church database, event registration and forms in relation to courses;
When you complete the giving envelopes during services, gatherings, celebrations or events or when you give through various methods, including but not limited to our website (via Tithe.ly), direct debits, bank transfers, cheque, telephone and post;
When you sign up and use Elvanto (see Appendix 1 for Elvanto policies);
When you subscribe to our e-newsletter (Mailchimp);
When you communicate to us via SMS (SMS Broadcast);
When you access and use our website to register, give online or to enquire;
When you post comments on our social media, including but not limited to Youtube, Instagram and Facebook;
When you access our services, events and programs;
When you email or telephone us;
When you visit our website;
When you voluntarily provide us with your details for us to add you to our mailing lists;
During conversations or prayer times, in person or on the telephone, between you and our staff members and/or volunteers;
During interviews, meetings and discussions, formal and informal, with our staff members and/or volunteers; and
When you attend our services, gatherings, celebrations, events, camps, courses and our other programs.
2c. Collection of Information from Third Party
We may also collect your personal information from third parties including:
From the Australian Federal Police regarding police checks that are required for you to volunteer or work with us in particular areas;
From the Department of Child Protection (or the equivalent agency or authority) regarding Working with Children Checks that are required for you to volunteer or work with us in particular areas; and
From any other agencies and other government entities as and when required.
We will take reasonable steps to ensure that you are aware of any collection of data and the purposes for which we collected your personal information from a third party.
We may also collect personal information from you about someone else for the purpose of pastoral care. However, you must ensure that you are authorised to disclose that information to us. You must take reasonable steps to ensure that the individual concerned is aware of and / or consents to the matters detailed in this privacy policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that information, our identity and how to contact us.
3. Use and disclosure of information
By providing us with personal information, you consent to the terms of this Privacy Policy and the types of disclosure covered by this Policy.
We share some of your personal data with trusted third parties to allow us to better provide our services to you. When we do share your data with these third parties we only provide the information they need to perform the service.
These parties include, but may not be limited to: Elvanto, Mailchimp, SMS Broadcast, Tithe.ly, Xero.
See Appendix 1 for more details of the privacy arrangements with Elvanto.
We will not use or disclose your personal information for any other purpose without first seeking your consent, unless authorised or required by law.
We will not mention any "sensitive information" provided to us, as detailed in 2a, without the approval of you or the person responsible for you.
Generally, we will only use and disclose your personal information as follows:
to maintain a record of your involvement and attendance;
to facilitate your participation in the activities of the church;
to care for you pastorally;
to answer your questions;
to keep you informed of news about the church and new developments we believe may be of interest to you (if we contact you in this way, you will have the opportunity to decline any further communications);
to maintain an online database of contact details of congregation members which is only accessible by staff and congregation members.
For the purpose of the efficient running of church services and activities, such as organizing and maintaining roster
If you are involved in ministry to minors, for the purpose of safe ministry records.
4. Information Quality
We will endeavour to keep personal information complete, accurate and up to date.
For Elvanto: We will also provide you with a secure login to access the database which will allow you to update your contact details.
5. Information Storage & Security
We are committed to ensuring that your personal data is secure and we have put in place suitable physical, electronic, contractual and managerial procedures, including Secure Sockets Layer (SSL) encryption, to protect your personal data. Church staff members and/or volunteers who process or have access to your personal data for the purposes set out in Section 3 above are obliged to respect the confidentiality and security of your personal data.
We will take reasonable steps to keep secure the personal information which we hold and to protect it from unauthorised access, disclosure and misuse.
We use a variety of physical and electronic security measures (including the use of firewalls and secure databases) to keep personal information held on IT systems secure from misuse, loss or unauthorised use or disclosure.
The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us, or receive from us. Although we take measures to safeguard against unauthorised disclosures of information, we cannot assure you that personal information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.
6. Access and Correction
We will generally provide you with access to your personal information and take reasonable steps to correct information which is inaccurate, incomplete or out of date. To request access to the personal information that we hold about you please contact the Church Office. If you wish to have your personal information corrected or deleted, please let us know and we will comply with your request unless we need to retain your information for our purposes or to comply with the law.
7. Changes to Privacy Policy
Please be aware that we may change this Privacy Policy in the future. We may modify this Policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on our website. Please check back from time to time to review our Privacy Policy.
7. Questions and concerns.
Concerns, questions or complaints about our Privacy Policy should be directed to the Church Office at office@narrabeenbaptist.org.au
27 July 2021