Privacy Policy

Privacy Officer

King’s Church has a designated Privacy Officer who is responsible for storing, correcting and giving people access to personal information collected about them. The Privacy Officer is also responsible for making decisions that could affect the privacy of individual church members and adherents.

Individuals who wish to discuss any known or suspected privacy breaches or to discuss any privacy-related issues should be directed to the Head of Reception who functions as the Privacy Officer.

If you have any further questions about our privacy policies please call us at +61 7 5593 4233 or send an email to: church@kings.org.au

PRIVACY AND CONFIDENTIALITY

Policy Background

While the essence of being a church is being involved in each other’s lives, caring for one another and creating a strong sense of community, we are also mindful of respecting and protecting the privacy of all who attend King’s Church. We recognise that an individual’s privacy may be of utmost importance to them and that they have a right to control their personal information. We also recognise the individual’s need for appropriate protection and management of personal information that is shared with us.

This privacy policy covers King’s Church’s treatment of personally identifiable information that we collect or hold. We have chosen to use the National Privacy Principles (NPPs), as contained in the Privacy Act (1988), as a guiding principle for King’s Church.

For more information about the Privacy Act (1988) please refer to the national Privacy Commissioner’s website at: https://www.oaic.gov.au

King’s Church acknowledges that when individuals provide personal information about themselves, it is an act of trust. Unless the individual gives us explicit consent to act otherwise, this policy will govern how we handle an individual’s personal information and safeguard their privacy.

Approval

This policy has been approved by the Senior Pastor and Leadership of King’s Church. References to the policy will be included in information we provide to visitors, church members and those we provide a service to in our community.

Collection and Use of Personal Information

King’s Church collects personal information when such information is provided to the church through the completion of documents such as

  1. Church Survey Forms
  2. Giving Forms
  3. New Visitors Forms
  4. New Christian Forms
  5. Children’s Sign in Forms
  6. Prayer and Praise Forms
  7. Event Registrations
  8. Website

Naturally, information may be collected when individuals register for a particular course or event. Personal information may also be collected when an individual accesses any of the services provided by the church to the general and church community.

Such information can be added to our church database or to some other church list so that we can contact you.

We will only use personal information for the primary purpose for which it is collected. In most cases, the purpose will relate to the spiritual, pastoral, social, educational and administrative functions of the church. Those functions include maintaining personal information for the purpose of providing pastoral care within our congregation, and for the promotion of activities and functions associated with the church.

Data Quality

  1. The use of tools such as connection cards, giving cards, weekly prayer and praise forms allows congregation members the opportunity to update information on a regular basis
  2. Our database will be regularly updated with new details obtained via such methods

Data Security

  1. Our church database is password protected
  2. Printed address lists will be kept out of public sight (e.g. in folders or desks) and destroyed when no longer required
  3. Phone messages are emailed to staff. Any details written down will be kept out of public sight until emailed and will then be destroyed
  4. When sending emails to multiple recipients, addresses will be placed in the BCC (blind carbon copy) field

Disclosure of Information

We provide personal information to church staff and leadership as related to the area of ministry in which the leader is involved. It is reasonable to expect that pastoral care cannot be thoroughly done without the use of leaders, and therefore, the information collected will be disclosed to them for the purposes of pastoral contact.

When there is a reasonable need to provide contact details of church members to other church members who are involved in a team ministry together, pastors or staff may disclose those details.

We do not sell, rent or disclose personal information to any other persons outside of our church congregation.

Generally, we will disclose your information only in the circumstances as follows:

  1. To establish and maintain your involvement with King’s Church by sending information via email, text or written material.
  2. To reply to your correspondence
  3. To provide services; products you have requested
  4. To register for events, festivals, seminars or other services

Church Website

The Website administered by the Church will use cookies for collecting any detailed user information from the site.

Our website currently uses cookies; meaning we collect some relevant information when you visit our website.

Public Prayer

Due to the often sensitive nature of prayer requests, and taking into consideration the dire need often represented by a prayer request, we have endeavoured to implement a process which will protect the privacy of individuals and yet still allow those in our church to be prayed for should they desire it. For those who strongly identify with a congregation, there can be a sense of great comfort knowing that their church is aware of their situation and praying for them. Therefore, when the Church is asked to publicly pray for any prayer request, the following guidelines will apply.

When praying for any person or prayer request publicly, apply discretion. The person who is the subject of the request is aware of, and has agreed to, the prayer. Full names can be used in prayer requests if written consent is first gained from the person who is the subject of the prayer request. This request will take the form of a signed Prayer Request Form or other written request e.g. email, requests through FaceBook, Etc. if an official form is unavailable.

If we are unable to receive a written request, then only first names will be used, as long as there is no reasonable chance that the person who is the subject of the prayer request could be identified.

These guidelines will apply to all prayer within the church that could be considered public, including any prayer requests submitted to the Emergency Prayer Chain.

Pastoral Ministry

It is understood that a large part of pastoral care is the use and transmission of information relating to those in the congregation. Information must be treated as confidential and with great care.

Church Database

The pastoral care database is protected by user level access and this is only be available to staff or authorised volunteers.

Counselling

Counselling, on behalf of the church, will be conducted only by pastoral staff or authorised volunteers and professionals.

Records made during the counselling process will be kept secured.

Where records are on paper, these will be kept in a locked office and/or filing cabinets.

Electronic files will be password protected, accessible only to the person authorised to create that file.

Access to these files, by persons other than those who created the file, should only occur in cases where pastoral care is being provided by another authorised staff member and the information contained in the file is necessary for effective pastoral care.

Care will be taken to ensure the integrity of the information contained in files. Personal opinions should not be reflected as facts.

When statutory requirements dictate that files are required to be kept for seven years after the file is closed, the church will ensure the file is held securely for that entire time.

When files are no longer needed, all information is to be shredded or electronically deleted.

Confidentiality – Disclosure

You need to be aware that confidentiality can be legally disclosed by issues relating to subpoenas or mandatory reporting. Over and above subpoenas and mandatory reporting, a decision to breach confidentiality may also be taken in the following situations:

  1. Suspected abuse and neglect
  2. Actual or possible overdose situations
  3. Where an individual issues substantive threats of intended violence or harm either to themselves or to others

Apart from the above, confidentiality will be regarded as a sacred trust by any minister or counsellor. It would be advisable that such breaches of confidentiality are made only after the pastor/counsellor has consulted with their supervisor or professional associate.

In response to any subpoena, only the material specifically requested will be provided, in whatever form it may be held. Legal advice is recommended.

Released material must only be delivered to official individuals (e.g. to the Clerk of the Court) and an official receipt obtained.

Breach of any confidentiality could be grounds for a church to dismiss the offender and such matters are to be clearly stated in appropriate job descriptions or contract.

Accessing Counselling Records

Should a person wish to access pastoral information about them, they may apply in writing to the Senior Pastor or head of Pastoral Care. Access to the file, in the first instance, should be done in the presence of a pastor, who can provide explanation for terminologies used.

Openness

King’s Church has Privacy Information. Outlining our information handling practices. This is available on our website

Access and Correction

An individual has the right to make a written request to allow them to access the personal information that the Church holds about them

  1. When a written request is received by the Pastor, they record details of the request in a privacy register and determine if an exception applies. An exception may apply if:
    1. it is unlawful to provide the information; or
    2. The request poses a serious and imminent threat to the life or health of any individual; or
    3. The request has an unreasonable impact on the privacy of other individuals; or
    4. The request is frivolous or vexatious
  2. If the Pastor determines that an exception applies, they are required to notify the person making the request and give their reasons for the exception
  3. If an exception does not apply, the request is acknowledged by the Pastor and a time is arranged to view the information within the next 14 days

Identifiers

  1. The church will never use an identifier that has been issued by a Commonwealth government agency

Anonymity

  1. While we recognise the importance of pastoral care in church life, those who attend this church and do not wish to provide any personal information are free to do so
  2. It should be recognised that anonymity will restrict the ability of the church to contact and provide any care for the person

Trans-Border Data Flows

  1. The Church regularly communicates with missionaries overseas
  2. Some missionaries are in countries where the practise of Christianity is illegal. The church has the highest responsibility to protect these missionaries and must ensure that
    1. Any personal information transferred to a recipient in a foreign country has adequate protection for the circumstance
    2. No personal information will be sent without the individual’s consent, and
    3. only in the manner that the individual prescribes

Sensitive Information

The church regularly has cause to deal with sensitive information, particularly with regard to praying for individuals who are in crisis or have a medical need

When receiving sensitive information, the church should make all reasonable effort to:

  1. Ascertain if the individual concerned has given permission for this information to be used (e.g. on a prayer chain)
  2. Where the individual or next-of-kin has given permission, the information can be used
  3. Where permission cannot be obtained, the information can only be used if any identifying details are removed (e.g. if the friend of a congregation member is taken to hospital and permission to pray cannot be obtained from them, the prayer request will be framed similar to ”Please pray for the friend of one of our members who has been admitted to hospital with a serious illness”