Privacy Policy
Introduction
0.1 Commitment to privacy
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The gospel of God's faithfulness, calls on us to responsd to the faithful God in faith, and binds us together in relationships of faithful service. Christian ministry therefore establishes relationships of trust.
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As the gospel applies to every area of our lives, including deep and personal things, so Christian ministry may involve sharing a whole range of personal information, including sensitive information.
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We are committed to making our ministry where people trust that their personal information is kept safe and sensitive information is kept secure.
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In our dealings with leaders, members, supporters, visitors and the wider community, we strive to fulfil the requirements of the law and the spirit of the law with regards to privacy.
0.2 Legal compliance
We comply with the Australian Privacy Principles as outlined here: http://www.oaic.gov.au/privacy/privacy-act/australian-privacy-principles
These are from The Privacy Act 1988.
0.3 Ensuring our compliance
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We train all our staff and leaders in our privacy policy and keep a record of this training.
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We conduct an annual review of our privacy policy and our compliance to this policy and keep a record of this review.
1. Open and transparent management of personal information
1.1 What information is collected
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Information is collected directly from individuals, or from others with their consent. We collect is through sign up sheets, web forms, verbal request, email and phone correspondence.
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Information from public persons, such as pastors or UTAS staff, is collected using organisational websites and Yellow Pages website.
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We collect identifying information which normally includes: age and gender.
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We collect contact information which normally includes: First name, last name, maiden name, postal address, phone number, email address,
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We also collect information relevant to studies at UTAS including: UTAS student number, UTAS estimated graduating date.
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We regularly take photos at events that we hold as well as profile photos associated with articles and online promotions.
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For donors who give online, event registrants and those seek a direct debit reimbursement, we record financial information required to make this transaction.
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Because Christian ministry involves loving care for individuals in their personal lives, we will regularly discuss sensitive matters. Also, because we are a Christian ministry, involved in people's spiritual and religious lives. And because Christian leadership requires sound doctrine and a godly life, we also seek and retain references on potential leaders' suitability for leadership in relation to these matters. See 'Sensitive information' below.
1.2 Way personal information is used
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The Uni Fellowship of Christians is made up of AFES-appointed staff University Fellowship of Christians Society, which is affiliated with AFES.
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The AFES mission is: To promote the mission of Christ in Australian universities by building evangelical student groups that:
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evangelise students by proclaiming Jesus Christ as Lord
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encourage growth toward maturity in Christ
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train students in the skills and character to serve Jesus and his people
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send graduates throughout Australia and the world to serve Christ
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The Uni Fellowship Society mission is To Mission to the university, missionaries to the world:
1. Empower students to thoughtful, creative, genuine and evangelistic mission to the University of Tasmania.
2. Identify and cultivate Christian leaders, especially missionaries, church planters and pastors.
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We collect all information only for for the purposes of our ministry. These include:
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Communication with members, prayer and financial supporters, graduates, local churches and people who have expressed an interest in our activities.
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Management of events, teams and projects catering needs (and so dietary requirements), mobility needs and audio/visual needs.
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Caring, personal team relationships – and so an awareness of health difficulties to share for the matters of prayer among team members.
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To share personal testimonies and other ministry news updates – with the express permission of the individual.
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Historical records.
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Secure pastoral notes to keep a record of issues discussed and advice given.
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References for suitability for leadership.
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Even people express inerest in our partner ministres, including but not limited to: City Bible Forum, FOCUS, Subbies, The Vision 100 Network, MTS, we pass their contact details and other basic information to these groups.
1.3 Complaints
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Any complaint about a breach of our Privacy Principles can be made in writing to info@ufcutas.org or to PO Box 5006, UTAS LPO, SANDY BAY TAS 7005.
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These complaints will be investigated with with utmost seriousness by both the Student Executive Committee of the University Fellowship of Christians Society and the National Director of the AFES, and any breaches rectified immediately.
2. Anonymity and pseudonymity
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We make it possible for people to be involved with us anonymously or using a pseudonym.
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We make it possible for people to have their testimonies or ministry news shared anonymously or using a pseudonym.
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In order to become a member of our society or become a leader or staff member, this is no longer practicable, and so we require the use of legal names.
3. Collection of unsolicited personal information
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When sharing about personal experiences involving personal and sensitive information of others – such as sharing prayer points or updates on ministry activities, we avoid use of any identifying information unless permission is first given.
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If and when we decide that personal information we have received is not relevant to the purposes of our ministry, or could not have been reasonably collected in a legal manner, we destroy any record of this information.
4. Notification of the collection of personal information
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Whenever we will take notes or minutes of personal information (such as during a pastoral meeting), we first notify the person that we will take and retain notes of the meeting.
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Whenever requesting a reference check we first ask permission of the person.
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Whenever receiving an accusation or question raised about a person's doctrine or conduct, we contact them immediately with a record of the accusation or question and give them an opportunity to respond.
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Wherever we collect personal information (sign up forms, web forms etc) always include this notice:
Your privacy is important to us. Your information will be kept secure and used only for the purposes of the ministry of the University Fellowship of Christians Society and the Australian Fellowship of Evangelical Students. For our privacy policy, contact info@ufcutas.org
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Our event registration forms include a reference to taking of photos and moving images and invites people to contact us if they wish not to appear in any publications.
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We seek permission before the publication of any images or information about people in articles or online.
5. Sensitive information
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Because we are a Christian ministry, involved in people's spiritual and religious lives, we also collect sensitive information as follows:
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church and other religious involvement
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spiritual testimony
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doctrinal beliefs
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Because Christian ministry involves loving care for individuals in their personal lives, we will regularly discuss sensitive matters. These include:
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Personal moral struggles including things such as from spiritual doubts, anger, theft, sexual behaviour.
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Ethnic or racial origin.
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Personal history: family experiences, school, membersip of political or trade union groups and recreational history.
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Health problems and dietary requirements.
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Accusations or questions raised about living in accordance with the doctrine and practices of our religion.
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Because Christian leadership requires sound doctrine and a godly life, we also seek and retain references on potential leaders' suitability for leadership in relation to these matters.
6. Use or disclosure of personal information
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We do not use personal information for any other purpose, or disclose personal information to any other person or organisation without permission of the individual.
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We will not disclose any financial information.
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We do not share prayer points, personal updates or personal testimonies or other ministry experiences without the permission of the individual.
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We may be compelled to disclose personal information by law, in which case we will comply with such legal requirements.
7. Cross-border disclosure of personal information
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We use Google Products – Gmail, Google Calendar and Google Docs – whose information is stored in the United States.
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We use Mailchimp whose information is stored in the United States.
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We use Facebook whose information is stored in the United States.
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We use Microsoft 365 cloude storage whicch information is stored in datacentres in either Australia, United States, Netherlands, Ireland, Singapore or Hong Kong, China.
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We use GetFriday virtual assistant services, which are based in India.
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Our website is hosted by Vision 100 IT, which uses Amazon to host its servers, whose information is stored in the United States.
8. Quality of personal information and correction of personal information
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We will provide a record of all the personal information we have retained on any individual at the request of that individual.
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We routinely check with people if their details are up to date.
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Links are provided in our regular email correspondence that enable people to update their personal information.
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We request personal information from people who register for events or donate online and use this to update the information.
9. Security of personal information
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All personal information is stored:
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in password secured Church Community Builder database
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on password secured personal computers of privacy policy trained staff, student leaders or associate leaders
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in locked filing cabinets.
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Sensitive information is kept even more restricted to only those for who need to know:
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Restricted to the senior staff of AFES, the AFES National Director and the Uni Fellowship of Christians Society Student Executive Committee.
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Senior staff and apprentice information is kept with their immediate overseer and the National Director of AFES.
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When information is no longer needed for our organisational use, we ensure that all records are destroyed or de-identified.
