1. Purpose
To describe how Clayton Church of Christ [we / us / our / the church] manages any personally identifiable information we have about you, respecting and upholding your rights to privacy protection under the National Privacy Principles contained in the Privacy Act 1988 and any similar state or territory legislation applicable to the church.

2. Introduction
From time to time we collect personal details about you to administer your relationship with the Church, to provide personal ministry and to provide you with information on Church events and ministries. We may also inform you of national and community Christian issues and provide you with an opportunity to respond in any way you see fit.

3. Oversight
The policy is overseen and administered by the Church Administrator or a designee.

4. Personal information the Church may hold:

4.1 Church Attendees
Clayton Church of Christ collects and holds various personal information [including health information in limited circumstances], about those who attend and / or interact with the church. This includes information collected by the Church as part of its day-to-day activities. In general, the information is stored on the Church’s management system and database.

The information collected by the Church may include:

– Your full name, legal name, gender, age, contact details, postal address, email address and telephone numbers, baptism date, photo
– Your education status [including the name of your education institution]
– Your marital status
– If you are under 18, whether you suffer from any allergies or health conditions
– If you are part of a household, details relating to the households, such as:

– Personal information about your family members
– Personal details about your children
– The identity of persons who have authority to collect your children from activities run by the Church

4.2 Church Personnel
The Church holds information relating to its staff, volunteers and group leaders (Personnel) including:

– The role and activities of the Personnel
– Qualifications held by the Personnel relevant to his or her role, such as working with children status

The Church also records the current status of the qualifications, such as whether the Personnel are in the process of applying for the qualifications.

4.3 Attendee involvement
The Church may also collect information from its attendees regarding the attendee’s use of the Church’s services. This includes:

– The services that you use and the number and frequency of the use
– Your involvement in the Church’s ministries
– Details of donations where receipts for taxation purposes are required
– Records of your visits, phone calls, emails and pastoral matters
– Records of any other communications that you may have with the church

4.4 Census
From time to time the Church may conduct a census to update its management system. The Church will record and collect all the personal information that you may provide in your response.

4.5 Photography/Video recording and security
The Church may from time to time record video or images of services and activities at the Church. These videos and images may be used and shown for information, teaching and/or promotional purposes. By attending these services and activities, you consent to the Church taking the video and images and using and disclosing them for such purposes.

In addition, the Church may also install and operate security surveillance cameras for security purposes.
The presence of these recording devices will be notified to all visitors to the extent required by law. The Church may use and disclose the images/video footage from these cameras for legal and security reasons.

4.6 General
In addition to the above, the Church may also hold any other information you provided to us (whether orally, by mail or email or online).

If at any time another person provides personal information about you to us then we will ask that person to ensure that you have read and understood this policy and separately consented to that personal information being used and disclosed by us for the purposes described below. If you provide personal information about any other person (including your family members), then you must ensure that the person has read and understood this policy and consents to us collecting, using and disclosing the information that you provide as described in this policy.

5. What the Church does with personal information

5.1 Attendees
The Church uses the personal information about its attendees to:
– Administer the records of your relationship with the Church
– Assist the Church in providing services to you, including future electronic ‘check in / check out’ system for children.

5.2 Staff, volunteers and group leaders
The Church uses personal information about its Personnel to assess their suitability to perform their role, and to match their skills to particular activities.

5.3 General
The Church also uses personal information about you:
– To respond to your queries
– To contact and communicate with you
– To assist the Church in operating and improving its services
– To send information about and invitations to future events, worship services, regular email, communication or newsletters (both electronic and hardcopy) outlining news, services, events or current issues
– To inform you of national and community Christian issues and provide you with an opportunity to respond
– For internal administrative, promotional and planning requirements
– To compile and report statistics, with all the relevant personal and/or proprietary information un-identified prior to the completion of such statistics

5.4 Opt out
You may unsubscribe/opt out of receiving any communication from the Church at any time. If you wish to do this, please make all requests to us [see ‘Contact Us’ below]. Please indicate on your request whether you would like to opt out of either, or both, postal and electronic communications.

5.5 Disclosure
The Church will not disclose personal information about you to any person except:
– On a confidential basis to its Personnel who have a need to know to provide a service to you
– On a confidential basis to agents and other service providers that the Church uses in the day to day operations of its activities such as the manager of the Church’s management system
– With your prior consent [for example, in the Church’s directory]

6. Accessing Personal Information
You may request access to personal information we hold about you by writing to the Church at the address below (see ‘Contact Us’ below). Where we hold information that you are entitled to access, we will endeavour to provide you with a suitable range of choices as to how you access it (e.g. emailing or posting it to you).

If you believe that personal information we hold about you is inaccurate, incomplete or out of date, then you may request correction or deletion of that information by contacting us. We may refuse a request to access, amend or delete your personal information in certain circumstances. If the Church does refuse your request, we will give reasons for the decision and include a note to your personal information stating that you disagree with it.

7. Anonymity
You are not obliged to give us your personal information. However, if you choose not to provide the Church with personal details, such as your name or address, the range of options and services available to you may be limited.

8. Data Storage
If any personal information collected by the Church is stored or managed by a third party on behalf of the Church, the Church will take all reasonable steps to ensure that the personal information will be held, used and disclosed by the third party consistently with the National Privacy Principles. The service provider managing the information for the Church may store certain personal information outside Australia. You consent to the transfer of your information outside Australia by submitting your personal information to the Church.

9. Online Security
We have a public website www.claytonchurch.org.au which is available to anyone. There is no personal data stored on this site.

10. Contact Us
Any questions about this policy, or any complaint regarding treatment of your privacy by the Church, should also be made in writing to the address below.
Our contact details are as follows:
Business Operations Director,
Clayton Church of Christ
25 Burton Ave CLAYTON VIC 3168
Phone: [03] 9544 2155
Email: admin@claytonchurch.org.au

11. Security, quality and accuracy of information
We endeavour to keep personal information up to date and accurate. We will also endeavour to protect your personal information from misuse, loss or unauthorised access, modification or disclosure.

The Internet is not a secure method of transmitting information. Accordingly, the Church cannot accept responsibility for the security of information you send to, or receive from us, over the Internet, or for any unauthorised access or use of such information.

12. Miscellaneous
In this policy ‘personal information’ has the same meaning as under the Privacy Act 1988.

This policy represents our policy updated as at 28 August 2018. The Church reserves the right to make amendments to this policy at any time, and although we intend to observe this policy at all times, it is not legally binding on the Church in any way.

From time to time we may regard it as necessary or desirable to act outside the policy. The Church may do so; subject only to any statutory rights you have under the Privacy Act 1988 or other applicable legislation.

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