At St John’s Anglican Church, Asquith we believe that privacy is important and that people have the right for their personal information to be kept private. Whilst our Church is exempt from the requirements of the Privacy Act as a “small business”, we seek to meet the expectations of our community in this area and have adopted clear guidelines and principles in this important area. This document summarises how these principles are applied to the information we collect, and how we hold, use and disclose that information.
2. Collection of information
We collect and retain information when necessary for the purposes of the ministry and related activities of St John’s Anglican Church, Asquith. No one is under any compulsion 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 Church may collect general information about you such as your name, address and other details so that we can contact you. We may also collect personal information during the course of communications with you, for example if you wish to obtain services from St John’s, when you register for events and when you participate in Church activities or complete other forms. The information collected may include sensitive information such as health information. When practicable, the purpose for which we collect personal information will be made clear at the time of collection. Providing certain information will ensure we are able to provide you with access to the relevant services or the assistance you have requested.
3. Use and disclosure of information
We will not sell, distribute, rent, licence, disclose, share or pass your personal information onto any third parties, other than those who are contracted to us to keep the information confidential.
We will not use or disclose your personal information for any other purpose without seeking your consent, unless authorised or required by law.
We will not mention any sensitive information provided to us, such as health or personal information, 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 contact and keep you informed about developments and activities which may be of interest to you
to establish and maintain a record of your involvement and attendance at services or groups
to provide the services you have requested from the church
to answer your inquiry
to care for you pastorally
to maintain an online database of contact details of congregation members which is only accessible by members, and to publish a directory of participating congregation members. Your contact details will only be available to other congregation members if you specifically agree to your details being disclosed. The details of anyone under the age of 18 years will not be disclosed in the published directory without the expressed permission of their parents (See appendix 1 for specific details).
4. Information Quality
We will endeavour to keep personal information complete, accurate and up to date. We will also provide you with a secure login to access the database which will allow you to update your contact details.
5. Information Security
We will take reasonable steps to keep secure the personal information which we hold and to protect it from unauthorised disclosure and misuse. Email is not a secure method of transmitting information and so we cannot accept any responsibility for the security of information you send to us by email.
6. Access and Correction
We will provide individuals with access to their personal information as required by law and take reasonable steps to correct information which is inaccurate, incomplete or out of date. To request access to the personal information that the Church holds about you please contact the Churchwardens or the Church Office. If you wish to have your personal information deleted please let us know and we will delete that information as far as practicable unless we need to retain it to comply with the law.
7. Questions or complaints