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PRIVACY POLICY
Purpose 
The Parish of Mount Dandenong is committed to protecting the privacy of individuals and to abiding by the Privacy and Data Protection Act 2014 (Vic) in relation to the collection, storage, access to and use of personal information. 
 
This privacy policy is based on the 10 information privacy principals set out in the Privacy and Data Protection Act 2014 (Vic).  These principles are the core of privacy law in Victoria and set out the minimum standard for managing personal information. 

Scope
This policy applies to all Parish of Mount Dandenong staff, volunteers, visitors and contractors who access personal information as a part of their work or ministry function. 
Personal information includes,
  • name,
  • postal and street address,
  • email address,
  • phone numbers,
  • age and date of birth,
  • marital status,
  • employment status, occupation or profession,
  • health information,
  • banking and credit card details,
  • child protection and court order information,
  • information relating to child protection concerns or complaints,
  • relationship information e.g. guardianship details, family relationships,
  • general pastoral and pastoral care information including Baptism, Wedding, Funeral, Interment, Confirmation and Reception details,
  • information relating to Police Checks and Working with Children Checks,
  • Kooyoora and other clearances related information,
  • information pertaining to training undertaken e.g. Safe Ministry and First Aid training
  • personal contract information.
 
This policy covers all personal information collected and held by the Parish of Mount Dandenong, regardless of the format of that information.  It therefore includes:
  • all types of correspondence and forms, including emails, text messages, Direct Messaging, WhatsApp, or other similar correspondence,
  • information provided in person, in meetings or over the telephone,
  • information provided via our web site,
  • photos, video and voice recordings,
  • other types of communication reasonably categorised as personal information.

1. Collection of Personal Information
  1. The Parish of Mount Dandenong will only collect and store personal information, supplied by the individuals concerned, when it is essential to our functions or activities.
  2. Individuals providing information will be advised about the reasons for collecting information, the purposes for which the information will be used, and to whom the information will be disclosed.
  3. Individuals who provide personal information can gain access to that information by contacting the Vicar.
  4. Individuals who decline to provide personal information, except where it is a mandated requirement to do so, e.g. for Safe ministry and working with children, will not be excluded from church life because of this.
 2. Disclosure of Personal Information
  1. The Parish of Mount Dandenong will take all necessary measures to prevent unauthorised access to or disclosure of personal information.
  2. Unless otherwise agreed, personal information will only be used and disclosed for the purposes for which it is provided.
  3. Permission will be sought prior to the publishing of any photos or first names to the church website when highlighting ministries and events.
  4. Children will not be identified in Parish of Mount Dandenong advertising or website materials.
  5. Information may be disclosed to appropriate others, including authorities, in cases of a serious threat to an individual’s life, health, safety or welfare, or a serious threat to public health, public safety or public welfare.
  6. Information may be disclosed to appropriate authorities when required by the law.
  7. Personal information provided by an individual as part of a public submission to the Parish Council may be included with the published agenda papers and minutes of the meeting.
 3. Data Quality
  1. The Parish of Mount Dandenong will endeavour to ensure that all the information it holds is accurate, complete and up to date. 
  2. General updates to personal information can be made by contacting the church office.
 4. Data Security 
  1. The Parish of Mount Dandenong will take the necessary steps to protect the personal information it holds by storing it in a safe and secure way. This will assist in achieving the aim of ensuring that personal information held by the church is protected from misuse, loss, and unauthorised modification and disclosure, regardless of the format in which the information is held.
  2. Any personal information which is provided to the church, and which is no longer necessary for church or legal purposes, will be disposed of, destroyed or de-identified using an appropriately secure method.
 5. Openness
  1. This privacy policy will be available on request from the church office and will also be published on the church website. 
 6. Access and Correction of Personal Information
  1. Requests for access to and correction of documents containing personal information are managed under the Freedom of Information Act 1982 (Vic).
  2. Reasonable steps will be taken to provide access to data, on request to the Vicar, if an individual wishes to access any of their personal information held by the Parish of Mount Dandenong.
  3. The Parish of Mount Dandenong will take reasonable steps to update or amend information which is established by the individual concerned to be inaccurate or incomplete.
 7. Unique Identifiers
  1. The Parish of Mount Dandenong will not assign unique identifiers to individuals unless the assignment of the identifier is necessary to perform a specific church function. 
8. Anonymity 
  1. Where lawful and practicable, the Parish of Mount Dandenong will provide the option for individuals to remain anonymous when supplying personal information.
 9. Transborder Data Flows
  1. The Parish of Mount Dandenong will only transfer personal information to an individual or organisation outside the church if authorised by law or with the individual’s consent. For example; sharing the name and contact details of a Parish of Mount Dandenong office holder with the Diocese of Melbourne following the Annual Parish Meeting.  
10. Sensitive Information
  1. The Parish of Mount Dandenong will not collect sensitive information such as political affiliations, ethnicity, etc, except in circumstances prescribed in the Privacy and Data Protection Act 2014 (Vic) or in circumstances where the information is both directly pertinent and necessary to one of its functions.  
 
Complaints Concerning Privacy
Complaints pertaining to the handling of personal information covered by this policy are to be directed to the Vicar. These will generally be acknowledged within 15 days and will be resolved as soon as practicable. 

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