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Privacy of Information Policy. Bayside Inc.
Bayside Church reserves the right to amend its Privacy of Information Policy as required.
1. Collection of Information Bayside Church collects only information that it requires to discharge its obligations to its congregation members, visitors and staff. Any information it collects about a congregation member, visitor or staff member, as far as possible will be obtained from that person and access to that information will be granted only to that individual unless consent is given to disclose that information. Where such consent is given any disclosure will only be to the leadership of the Church or the church congregation where names and phone numbers are recorded in a church directory, and the information will be used solely for the purposes of discharging the mission of the Church. If information is to be collected about anyone under the age of 18 it will be done so under the consent of a parent or legal guardian. Information collected about an individual from a secondary source will also be made available to the individual except where making the individual aware of the matters would pose a serious threat to the life or health of the individual.
2. Use and Disclosure of Information Bayside Church will only use or disclose information for the purpose of discharging its mission or where it is required to under government legislation or regulation. Where disclosure of information is perceived as an appropriate step in discharging the mission of the Church approval to do so will be obtained from the Privacy Officer of the church. If disclosure of information is required for a secondary purpose (ie for actions outside of the discharge of the mission of the Church and/or to individuals or institutions external to the Church) the Church will not disclose such information without the specific consent of the individual unless the release of the information relates to the public interest such as law enforcement, public safety, research or emergency situations. Bayside Church will not disclose information for the purpose of direct marketing without the consent of the individual.
3. Data Quality Bayside Church will at all times use its best endeavours to ensure that the personal information it collects, uses and discloses is accurate, complete and up to date. The Church will, on an annual basis, confirm the accuracy of personal information by requesting that each individual about whom information has been collected reviews and confirms/amends such information.
4. Data Security Bayside Church ensures that all personal information and records are protected from unauthorised disclosure or loss by permitting access to either electronic or hard copy information only to authorised personnel. All information will be maintained in a secure environment. Electronic and hard copies maintained about personal information will be kept separate to the main register. Bayside Church maintains a firewall on its local area computer network to ensure unauthorised external access does not occur.If personal information held by Bayside Church becomes redundant to the discharge of its mission then such information will be destroyed or made anonymous.
5. Policy Documentation/Openness Bayside Church maintains a policy folder containing its Privacy of Information Policy, all requests for access to information, and other documents pertaining to Privacy of Information. The Privacy of Information Policy is available upon request. Bayside Church, upon receipt of a complete 'Personal Information Request Form' and appropriate identification, will provide access to information pertaining to that individual. Such requests can only be honoured by the individual seeking access to their own information or by carers/guardians with the consent of the individual.
6. Access to Information/Correction Bayside Church will, subject to the appropriate procedures being complied with, provide access to an individual's information to that individual except where such access poses a threat to the life or health of the individual,
would have an impact upon the privacy of other individuals, is frivolous or vexatious, relates to existing or anticipated legal proceedings or to the current negotiations between the individual & Bayside Church,is unlawful,
7. Identifiers When requested, Bayside Church undertakes to provide to its congregation members and staff a personal identification symbol that is independent of identification issued by other agencies. Where, in the course of discharging its obligations, Bayside Church collects other agency identifications such identification will not be disclosed without the direct approval of the individual.
8. Anonymity Where it is lawful and reasonable to do so, Bayside Church will enable individuals to remain anonymous in their dealing with the organisation.
9. Trace border data flows
Bayside Church will not transfer personal information to another organisation or individual in another country unless: the individual consents, or beneficial (to the individual) contractual obligations require such a transfer, or
10. Sensitive Information Bayside Church will only collect sensitive information about an individual where:
the individual has consented, or
In the normal course of discharging its responsibilities Bayside Church does not collect health information unless such information is required to safeguard the health of the individual. Any such information will not be disclosed without the consent of the individual unless it is to preserve the health of that specific person or it is provided to a state registered health care worker or organisation.
Bayside Church reserves the right to amend its policy on the Privacy of Information. The Church maintains a grievance/complaints process whereby individuals may register their dissatisfaction with either the process pertaining to the Privacy of Information Policy or with the Policy itself by informing the Senior Pastor of the Church in writing of their dissatisfaction.
Formulated and Approved by the Board of Bayside Church Inc. June 2005 |