Approved July 2004
At Philpott Church, we are committed to maintaining the highest standards of integrity in our church. In the course of our ministry, it is necessary to collect, record, store, process, transmit, and otherwise handle Personal Information about individuals. We take these activities seriously and seek to provide fair, secure and appropriate methods for the handling of Personal Information. All such activities are intended to be consistent with both generally accepted privacy ethics and standard church practices.
We will obtain your consent
The purpose for which Personal Information is collected will be specified on or before the collection of the information, and any change of purpose will be communicated to you. This consent will be expressed in writing, given verbally, electronically, or through an authorized representative. In limited circumstances consent can also be implied.
Consent to collect, use and disclose Personal Information can be withdrawn at any time, subject to legal and contractual restrictions and reasonable notice.
We will limit collection, use, disclosure and retention of personal information
Only required information for the purpose(s) identified will be collected.
Only lawful means will be used to collect personal information.
To the extent appropriate:
- Personal Information will be obtained directly from you; and
- Prior to collecting Personal Information from any other source, you will be notified or your written authorization will be obtained.
Use and disclosure
Personal information will not be used or disclosed for purposes other than those specified to you, except:
- Where required by law; or
- Where reasonably necessary, to determine ministry needs; or
- To protect the interests of Philpott Church against criminal activity, fraud, and material misrepresentation in connection with a contract.
Retention of records
We will keep Personal Information only as long as it is necessary, including for the purposes of updating services we provide or as required by law. When the Personal Information is no longer required, it will be destroyed either by shredding or other approved destruction methods to prevent unauthorized parties from gaining access to the information during and after the process.
We will safeguard information in our custody
We have developed and will maintain security procedures to safeguard Personal Information against loss, theft, copying, and unauthorized disclosure, use or modification. Access to Personal Information is restricted to employees and authorized volunteers who need it to perform their work. While Philpott Church endeavours to protect all information, the most sensitive information, receives the highest level of protection.
We will provide you access to your file
You have the right to be informed of the nature and source of Personal Information that Philpott Church has on its records concerning you.
Should you wish to receive a copy of the documents Philpott Church has on its records, minimal reproduction and handling fees may be asked. You will be informed of the charge before the documents are reproduced.
You also have the right to request the correction of inaccurate, incomplete or obsolete information in your file. If demonstrated to our satisfaction that the information held in our record is inaccurate or incomplete, we will make the necessary changes.
Any request to access or correct information held in our records should be made in writing to:
84 York Blvd.
If you are not satisfied as to how we have handled your personal information…
You may register a Privacy related complaint by contacting our Privacy Officer.
We will explain our complaints handling procedure and inform you of other complaint procedures that may be available to you.
If a complaint is justified, we will take appropriate action to resolve the situation and if necessary change our Policies, Procedures or Practices.