8.1. Personal Information, whether in electronic or paper based format, shall be maintained in as accurate, complete and up-to-date a form as necessary in order to fulfill the purposes for which it was collected.
9.1. Personal information will be protected by security safeguards that are appropriate to the sensitivity of the Personal Information. This safeguarding includes physical measures such as locked filing cabinets and premises security, organizational measures such as restricted access to files with Personal Information or technological measures such as Norton Antivirus Security software. Personal information collected includes:
1. Birth dates and family information including contact information.
2. Baptismal dates.
3. Profession of Faith dates (when adherents become members).
4. When children and young adults take part in the various activities of the church, registration forms are filled out for their health, welfare and safety. This information includes such items as allergies and other health concerns and contact information.
5. Police checks of all volunteers and paid staff.
6. Financial records of charitable donations for income tax purposes.
7. Members are officially visited by pastors, elders and deacons who may share the joys and concerns of these visits at elders and deacons meetings. While records are kept of visits made, information on these visits are not kept.
8. Membership data is generally received from other churches when members transfer to Hope CRC.
9. When a member requests a transfer to another church, membership data may accompany the transfer.
Note: We do not collect personal identifiable information on the church website. We do not identify who our visitors are and we do not compile, buy, sell, rent or trade consumer mailing or e-mailing lists.
9.2. The Church shall ensure that any person having access to Personal Information entrusted to the Church is made aware of the importance of maintaining confidentiality of the information.
9.3. The Church shall ensure that care is taken when Personal Information is disposed of or destroyed to prevent unauthorized parties from gaining access to the information
10.1. The Church shall be open about the Policy, as well as any related practices or procedures with are not explicitly set out in the Policy.
10.2. Information that will be made available to Individuals upon request shall include:
- The Name and contact information for the Privacy Officer;
- The means of gaining access to Personal Information held by the Church;
- A description of the type of Personal Information held by the Church, including a general account of its use;
- A copy of any written information that explains the Church’s policies, standards or codes regarding Personal Information; and
- What Personal Information is made available to related organizations.
11. Access to Personal Information
11.1. The Church will grant an Individual access to Personal Information about themselves where the Church is legally required to release the information.
11.2. In order to access Personal Information, a written request must be made to the Privacy Officer.
11.3. The Church shall comply with any request from an Individual to:
disclose whether the Church holds Personal Information about the Individual;
allow the Individual access to Personal Information about the Individual;
advise the Individual of the use that has been made or is being made of their Personal Information; and
provide an account of the third parties to which their Personal Information has been disclosed.
11.4. If the Church believes that access to Personal Information should be denied to an Individual, for any reason, the Church shall consult legal counsel before allowing access to any Personal Information.
11.5. When an Individual successfully demonstrates the inaccuracy or incompleteness of Personal Information, the Church shall ensure that the information is amended as required.
12. Challenging Compliance
12.1. Complaints or inquiries about the collection, use, disclosure or retention of Personal Information or the Church’s compliance with these policies should be directed to the Privacy Officer in writing.
12.2. Upon receipt of a complaint or inquiry from an Individual, the Privacy Officer shall deliver a copy of this Policy to the person.
12.3. Upon receiving a complaint or enquiry from an Individual, the Privacy Officer will investigate, ensure that appropriate measures are taken if necessary, and advise the Individual as to the Privacy Officer’s findings and any corrective actions taken.
12.4. Upon receiving the response from the Privacy Officer, the Individual who filed the complaint may, if he or she is not satisfied, appeal to the Council for an independent evaluation and response with respect to the complaint.
12.5. The determination of the Council shall be final and the Privacy Officer shall abide by and implement any of its recommendations.