Privacy Policy
- Purpose
Anderson Hills Church is committed to protecting the privacy of its members, staff, clergy, volunteers, and visitors. This policy explains how personal information is collected, used, stored, and shared in order to support ministry activities, ensure operational effectiveness, and safeguard individual rights.
- Scope
This policy applies to all personal information handled by Anderson Hills Church, whether collected electronically, in writing, by telephone, or in person. It applies to:
- Staff, clergy, and volunteer records
- Member and visitor records
- Donor and financial records
- Information collected via websites, social media, or digital platforms
- Definitions
- Personal Information: Any information that can identify an individual (e.g., name, address, phone, email, date of birth, giving history).
- Sensitive Information: Information relating to counseling notes, health information, financial contributions, or other personal matters entrusted to the church.
- Data Subject: Any individual whose personal information is collected by the church.
- Information We Collect
The church may collect information for the following purposes:
- Membership & Participation: Names, addresses, phone numbers, email addresses, dates of membership, baptism, or attendance.
- Ministry Support: Information shared voluntarily during counseling, prayer requests, or pastoral care.
- Volunteering & Employment: Background checks, resumes, references, and emergency contact information.
- Donations & Financial Giving: Records of contributions for stewardship, receipting, and tax purposes.
- Digital Platforms: Website forms, livestream engagement, or online registrations.
- How We Use Information
Personal information is used only for ministry, administrative, and operational purposes, such as:
- Coordinating worship services, programs, and events
- Providing pastoral care and support
- Managing volunteer and staff responsibilities
- Issuing giving statements and tax receipts
- Communicating church news, updates, and prayer requests
- Complying with legal or financial reporting obligations
- Sharing of Information
Anderson Hills Church does not sell or rent personal information. Information may be shared only:
- With church staff, clergy, or authorized volunteers who need it to carry out required responsibilities
- With service providers under contract (e.g., payroll processors, online giving platforms, secure database providers), bound by confidentiality obligations
- As required by law (e.g., mandatory reporting, court orders, or government compliance)
- With explicit consent from the individual (e.g., publishing names in a prayer bulletin or photo on social media)
- Data Protection & Security
- Electronic records are stored on secure systems with access limited to authorized personnel.
- Paper records are kept in locked cabinets or secure office spaces.
- Security measures, including encryption, passwords, and firewalls, are in place to protect digital data.
- Staff and volunteers with access to personal information must follow the Acceptable Use Policy and confidentiality standards.
- Retention of Records
- Member and donor records are retained as long as necessary to fulfill ministry and legal obligations.
- Employment and volunteer records are kept in accordance with HR and legal requirements.
- Counseling and pastoral notes are kept only as long as necessary and stored with strict confidentiality.
- Records no longer needed are securely deleted or destroyed.
- Individual Rights
Individuals have the right to:
- Request access to their personal information held by the church
- Request correction of inaccurate or outdated information
- Withdraw consent for certain uses of their information (where not legally required)
- Request removal of their information, subject to retention and legal obligations
Requests can be made by contacting the church office.
- Children & Youth
- Personal information about children and youth is collected only with parental/guardian consent.
- Photos, videos, or names of children will not be published on websites or social media without prior parental/guardian permission.
- Breach Notification
If a data breach occurs that compromises personal information, affected individuals will be notified promptly, and corrective action will be taken to secure data and prevent future occurrences.
- Updates to Policy
This Privacy Policy may be updated periodically to reflect changes in law, technology, or ministry practices. The current version will always be available through the church office and on the church’s website.
- Acknowledgment
By engaging with Anderson Hills Church (e.g., attending, volunteering, giving, or using church resources), individuals acknowledge this Privacy Policy and the church’s respectful and secure handling of personal information.