Protection of Personal Information Policies and
Hope Christian Reformed Church (the “Church”) is
committed to protecting the privacy of its members, adherents,
donors, volunteers, employees, directors, officers and any
other persons about or from whom the Church collects personal
information. The purpose of this Policy to ensure that all
personal information is properly collected, used only for the
purposes for which it is collected and is disposed of in a
safe and timely manner when no longer required.
This Policy applies to Personal Information which is
collected, used or distributed by the Church for commercial
“Church” is defined as Hope
Christian Reformed Church.
“Individual” is defined as any
member, adherent, associate member, donor, volunteer,
employee, director, officer, elder, pastor, and any other
person who has dealings with the Church.
“Personal Information” is defined as any information
about an Individual that the Church collects, processes or
“Collector” is defined as any
Individual who receives Personal Information on behalf of the
“Policy” is defined as the
Hope Christian Reformed Church Protection of Personal
Information Policies and Procedures.
The Church is responsible for maintaining and
protecting the personal information under its control. The
Church has appointed John Gilson as its Privacy Officer. He
is responsible for ensuring the Church complies with its
privacy obligations in accordance with applicable privacy law.
John may be contacted as follows:
John Gilson, Privacy Officer
Hope Christian Reformed Church
64 Buchanan Crescent
Brantford, Ontario N3P 2A5
Phone: (519) 759-7581
Fax: (519) 759-5030
Collectors of Personal Information shall be accountable
for such information to the Privacy Officer.
Any Personal Information that is transferred to a third
party for processing is subject to this Policy. The Church
shall use contractual or other appropriate means to provide a
level of protection of the Personal Information that is
comparable to this policy while the information is being
processed by a third party.
The Church shall communicate and explain this Policy
and provide training with respect thereto to all persons who
may be in a position to collect, retain or use Personal
The Church shall prepare and disseminate information
explaining the Policy to Individuals.
The Church collects and uses personal information for a
variety of purposes including:
providing services to
individuals ministered to by the Church;
maintaining membership lists including sufficient information to meet denominational needs.
managing payroll and
benefits for Church employees;
records including employee performance evaluations; and
maintaining lists of donors.
information for the protection of children involved in Church
church bulletins in printed form and on our church website for
members who cannot attend worship services and for members who
require information from the bulletins.
The Church shall identify the purposes for which it
collects personal information.
The purpose of collecting Personal Information shall be
disclosed to the Individual from whom the Personal Information
is being collected before or at the time the information is
Consent will be obtained from the Individual whose
Personal Information is collected, used and disclosed, unless
obtaining the consent would be inappropriate or not required
by law. In some cases a person’s consent may be implied by
virtue of their membership in the Church or because of the
person’s conduct with the Church.
When it is appropriate, written consent will be
obtained. Written consents will be kept on file for as long as
the information is reasonably necessary.
The Church shall ensure that there is no
condition attached to the supply of benefits requiring an
Individual to provide consent for the collection, use, or
disclosure of Personal Information beyond that required to
fulfill the specified and legitimate purposes.
An Individual may withdraw his or her consent at any
time, subject to legal or contractual restrictions and
reasonable notice, where required.
If an Individual wishes to withdraw consent, he or she
must provide explicit instructions in writing to the Privacy
Officer. The Privacy Officer will then determine whether any
Personal Information about the person is in the Church’s
possession or control. If so, The Individual shall be
informed of any reasonably foreseeable implications of
Personal Information collected will be limited to that
required for the purpose or purposes identified by the
Church. The Church is committed to collecting personal
information in a fair, open and lawful manner.
Limiting Use, Disclosure and Retention
Personal Information shall not be used, disclosed or
retained for purposes other than those for which it was
collected, except with the consent of the Individual or as
required by law.
All collected Personal Information shall be
destroyed, erased or made anonymous as soon as the purpose for
which it was collected is no longer relevant, or as permitted
by the law.
Personal Information, whether in electronic or paper
based format, shall be maintained in as accurate, complete and
up-to-date a form as necessary in order to fulfill the
purposes for which it was collected.
Personal information will be protected by security
safeguards that are appropriate to the sensitivity of the
Personal Information. This safeguarding includes physical
measures such as locked filing cabinets and premises security,
organizational measures such as restricted access to files
with Personal Information or technological measures such as
Norton Antivirus Security software. Personal information
Birth dates and family information including contact
Profession of Faith dates (when adherents become
When children and young adults take part in the various
activities of the church, registration forms are filled out
for their health, welfare and safety. This information
includes such items as allergies and other health concerns and
Police checks of all volunteers and paid staff.
Financial records of charitable donations for income
Members are officially visited by pastors, elders and
deacons who may share the joys and concerns of these visits at
elders and deacons meetings. While records are kept of visits
made, information on these visits are not kept.
Membership data is generally received from other
churches when members transfer to Hope CRC.
When a member requests a transfer to another church,
membership data may accompany the transfer.
Note: We do not collect personal identifiable information on
the church website. We do not identify who our visitors are
and we do not compile, buy, sell, rent or trade consumer
mailing or e-mailing lists.
The Church shall ensure that any person having access
to Personal Information entrusted to the Church is made aware
of the importance of maintaining confidentiality of the
The Church shall ensure that care is taken when
Personal Information is disposed of or destroyed to prevent
unauthorized parties from gaining access to the information
The Church shall be open about the Policy, as well as
any related practices or procedures with are not explicitly
set out in the Policy.
Information that will be made available to Individuals
upon request shall include:
The Name and contact information for the Privacy
The means of gaining access to Personal
Information held by the Church;
A description of the type of Personal
Information held by the Church, including a general account of
A copy of any written information that explains
the Church’s policies, standards or codes regarding Personal
What Personal Information is made available to
Access to Personal Information
The Church will grant an Individual access to Personal
Information about themselves where the Church is legally
required to release the information.
In order to access Personal Information, a written
request must be made to the Privacy Officer.
The Church shall comply with any request from an
disclose whether the Church holds Personal
Information about the Individual;
allow the Individual access to Personal
Information about the Individual;
advise the Individual of the use that has been
made or is being made of their Personal Information; and
provide an account of the third parties to which
their Personal Information has been disclosed.
If the Church believes that access to Personal
Information should be denied to an Individual, for any reason,
the Church shall consult legal counsel before allowing access
to any Personal Information.
When an Individual successfully demonstrates the
inaccuracy or incompleteness of Personal Information, the
Church shall ensure that the information is amended as
Complaints or inquiries about the collection, use,
disclosure or retention of Personal Information or the
Church’s compliance with these policies should be directed to
the Privacy Officer in writing.
Upon receipt of a complaint or inquiry from an
Individual, the Privacy Officer shall deliver a copy of this
Policy to the person.
Upon receiving a complaint or enquiry from an
Individual, the Privacy Officer will investigate, ensure that
appropriate measures are taken if necessary, and advise the
Individual as to the Privacy Officer’s findings and any
corrective actions taken.
Upon receiving the response from the Privacy Officer,
the Individual who filed the complaint may, if he or she is
not satisfied, appeal to the Council for an independent
evaluation and response with respect to the complaint.
The determination of the Council shall be final and the
Privacy Officer shall abide by and implement any of its