Privacy Policy
Policy as of March 2026
Essendon Church of Christ upholds your rights to privacy protection under the National Privacy Principles contained in the Privacy Act 1988, the Privacy Amendment Act (Private Sector) 2000 and any similar state or territory legislation applicable to the Church. We collect your personal details to facilitate your interaction with the Church, provide ministry support, ensure we can provide a safe environment, and provide you with information about Church activities and ministries. This policy describes how we manage any personal information we have about you.
Policy Purpose
Essendon Church of Christ is committed to protecting the privacy and confidentiality of personal information for all members, visitors, volunteers and employees. This policy outlines how we collect, store and use your personal information according to our legal obligations and rights. If we agree with you to use or disclose any of your personal information in ways which differ to those stated in this policy, the provisions of that agreement will cover any inconsistency.
Definitions
Consent: Consent means voluntary agreement to some act, practice or purpose.
Personal information: Personal information means information or an opinion (including information or an opinion forming part of a database) about an individual (Office of the Federal Privacy Commissioner, 2001). It may include information such as names, addresses, bank account details. The use of personal information is guided by the Federal Privacy Act (1988).
Individual: is any person such as a church attendee, visitor, contractor or a member of the public.
Church Member: Any individual who has been formally accepted by the Leadership Group into Church membership.
Employees: Individuals who are employed by the Church, such as minister and office staff.
Church Activity: Any ministry program, community program or event coordinated by the Essendon Church of Christ, including but not limited to, Sunday services, Bible studies, discipleship groups, social events.
Church Executive: Leadership of the Church, made up of employees and church members appointed to leadership roles.
Application of Policy
This policy applies to anyone who has access to the information provided for church activities, whether employees or church members.
Policy Principles
This Policy will set out how we manage your information. It sets out:
• What information we collect and hold
• How we collect, hold and use your information
• Why we collect, hold, use and disclose your information
• How you can access and correct your information
• How you can complain about the handling of your personal information
• Our policy on electronic communication and online security
Essendon Church of Christ is committed to ensure that information is handled with responsibility and in an ethical manner in line with Australian Privacy Principles.
Collecting Your Information
The main types of information that the Church collects are name, contact details and pastoral history. Our records also include household details, date of birth, details of events, services and volunteer activities in which the person has participated. We may also collect medical information, particularly for individuals under 18 years old.
We collect most of the information directly from individuals. Information is collected when:
• Individuals attend an event or meeting in the Church
• Individuals personally provide the information to Church volunteers or employees.
• Individuals fill in the contact details when visiting the Church
• Individuals fill in the contact form when visiting Church website
• Individuals fill in a registration form in order to attend a church activity
Holding Your Information
Essendon Church of Christ will take all reasonable steps to ensure that all data and information is held securely and used appropriately. We take all reasonable steps to ensure that personal information held is protected from:
• Misuse, interference and loss
• Unauthorised access, disclosure or modification. Access to information is only given to authorised staff who require use of information for the purpose for which it was collected. When we no longer require personal information (including when we are no longer required to keep records relating to you), we take reasonable steps to ensure that it is destroyed or deidentified. Computer records are archived securely.
Using Your Information
The Essendon Church of Christ office holds access to all information. Employees and volunteers will have access to any information relevant to their role. Church members of 18 years old can choose to have their contact information available to other members of the Church.
Essendon Church of Christ does not disclose personal information to external individuals or organisations without consent.
Only Church employees and selected volunteers access the information in order to use it for the purposes for which it was collected.
Circumstances when we might disclose this information include:
• When required by law
• When it is necessary for the purpose for which the information was collected such as providing booking details to a conference organisation
• When it is necessary or desirable to protect the personal safety or welfare of the individual or another person
• When a change in the Church’s organisational structure makes it necessary.
In line with Essendon Church of Christ Child Safety Policy, if it becomes apparent that a criminal abuse and a reportable misconduct may have occurred to the child, we are morally and legally obliged to report and disclose the information to all relevant authorities, including police and Commission for Children and Young People (www.ccyp.vic.gov.au). The safety of the children remains our priority. We are committed to provide support to the affected parties and will assist in investigating the situation with any relevant authority. Like most organisations, from time to time the Church may use contractors who could have access to personal information on our systems, such as IT technicians. Any contractors who have access to personal information relating to the church attendees are required to adhere to the Privacy Act and may not retain this information or use it for any unauthorised purpose.
Purpose of Using Your Information
For Church members, the Church collects and holds your personal information in order to:
• Administer the records of your relationship with Church
• Assist the Church in providing services to you
• Ensure we provide an environment as safe as possible, particularly for
individuals under 18 years old
• Be as inclusive as we possibly can
• Communicate with you regarding Church Activities.
For Church leaders and employees, the Church collects, holds and uses your personal information to:
• Conduct necessary screening and background checks to assess your suitability to perform your role
• Match your skills to particular activities in the Church.
For all other individuals, the Church collects, hold and use your personal information to:
• Respond to your queries
• Contact and communicate/follow up with you by telephone or email
• Invite feedback or respond to complaints which will assist the Church in
operating and improving its services
• Communicate information and invitations to future events and Church Activities
• Assist in internal administrative, promotional and planning requirements
• Compile and report statistics, with all the relevant personal and/or proprietary information deidentified prior to the completion of such statistics.
The Church is committed to protect your personal information. Your personal information will not be disclosed without your consent except in the circumstances outlined in this Policy.
Accessing Your Information
You may request access to personal information we hold about you by contacting Essendon Church of Christ. 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 mailing it to you). If you believe that personal information we hold about you is incorrect, incomplete or inaccurate, then you may request correction of that information by contacting us.
Complaining About Use of Your Information
If you have any questions, concerns or complaints about this Policy, or the handling of your personal information, please contact Essendon Church of Christ. You can also contact us if you believe that the Privacy of your personal information has been compromised or is not adequately protected. Once a complaint has been lodged, we will respond to you as soon as possible.
Electronic Communication & Online Safety
We have a public website: https://essendoncofc.org.au/ which is available to anyone. There is no personal data stored on this site unless specific permission has been sought and given to provide specific personal information such as individuals who have opted to use the contact form or digital connect form to leave their personal information for future communication. You may opt out of receiving any communications from the Church at any time. If you wish to do this, please contact the Church.
Miscellaneous
This Policy represents our policy as from March 2026. Essendon Church of Christ may change this Policy from time to time. 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.