Hespeler Baptist Church (the “Church” or “HBC”) is committed to protecting the privacy of the HBC Community and any other persons about or from whom the Church collects personal information (“Personal Information”). There is no legislation in Ontario governing HBC’s protection of the privacy of its members, attendees, donors, volunteers and employees (collectively, the “HBC Community”). This policy is accordingly meant to provide a framework for how HBC manages the HBC Community’s privacy and personal information.

1. Accountability

The Church is responsible for maintaining and protecting Personal Information under its control. The Church’s clerk shall serve as the ex officio privacy officer (the "Privacy Officer"), unless otherwise designated by the elders, and will be responsible for ensuring that the Church complies with this Privacy Policy and legal obligations.

2. Identifying Purposes

The Church collects and uses Personal Information for a variety of purposes including, but not limited to:

providing services to individuals ministered to by the Church;

establishing and maintaining members lists;

managing payroll and benefits;

evaluating employee performance; and

establishing and maintaining lists of donors

The Church shall identify and explain the purposes for which it collects Personal Information to the person from whom the information is being collected before or at the time the information is collected.

3. Consent

Consent will be obtained from the person whose Personal Information is collected, used, and disclosed, unless obtaining consent would be inappropriate or not required by law. A person’s consent may be implied by virtue of their membership in the Church or because of the person’s conduct within the Church. When appropriate, written consent will be obtained. Written consents will be kept on file for as long as the information is reasonably necessary. A non-member may withdraw his or her consent at any time. and shall be informed of reasonably foreseeable implications of this withdrawal, subject to legal or contractual restrictions and reasonable notice. For greater certainty, members or withdrawn members of the Church may not withdraw their consent to circumvent disciplinary proceedings in accordance with the Church’s bylaws.

4. Limited Collection

Personal Information that is collected will be limited to the required purpose or purposes identified by the Church. The Church is committed to collecting Personal Information in a fair, open and lawful manner.

5. Limited Use, Disclosure and Retention

Personal Information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the person or as required by law. All collected Personal Information shall be destroyed, erased and/or made anonymous as soon as the purpose for which it was collected is no longer relevant, or as permitted by the law. Nothing in this Privacy Policy prevents the Church’s elders, pastoral staff, or volunteers from collecting, retaining and using Personal Information concerning individuals ministered to by the Church insofar as this information assists in providing these ministry services.

6. Accuracy

Personal Information shall be kept as accurately and completely as necessary in order to fulfill the purposes for which it was collected.

7. Safeguards

Personal Information will be protected by appropriate security safeguards. Such safeguards could include 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 security software.

8. Openness

Information regarding this policy, including the Church’s Personal Information management, shall be available as requested. The information will include:

the name and contact information of the Privacy Officer;

the means of gaining access to Personal Information held by the Church, subject to § 9; and

copies of other information that explains the Church's policies, standards, or codes regarding Personal Information.

9. Counselling

We further affirm that the elders of HBC are biblically mandated to shepherd the flock, which includes both those who seek counselling and those who provide it. Their role necessitates a level of awareness regarding the counselling engagements that occur within the church community. To ensure the proper stewardship of this responsibility, and to facilitate their ability to watch over and pray for both counsellee and counsellor during and following the counselling process, it is vital that the elders be informed of counselling initiatives. Relevant details will be communicated to the elders in a manner that respects the individual’s privacy while also providing sufficient context for the elders to be effectively knowledgeable about the counselling progression. This practice equips the elders to extend their spiritual oversight appropriately and to intervene in a supportive capacity when considered necessary. This process is central to the spiritual care and guidance that HBC seeks to provide, adhering to the principles of accountability, transparency, and mutual care as modelled in Scripture.

10. Church Discipline and Prohibitions Against Gossip

Personal Information regarding Church members under discipline is not to be disclosed to non-members and will be shared only for the benefit of the person to whom the information pertains. Members who receive Personal Information concerning another member who is subject to discipline are prohibited from gossiping about that individual, as defined by the Church’s bylaws and Statement of Biblical Morality.

11. Access to Personal Information

Access to Personal Information will be granted upon request to the person to whom the information pertains where the Church is legally required to release this information and provided that disclosure does not violate any other applicable statutes or contracts. The existence, use and disclosure of the Personal Information will be granted within a reasonable period of time. Any inaccuracy or incompleteness of personal information will be amended as required.

12. Challenging Compliance Privacy Officer

All questions regarding this Privacy Policy should be directed to the Privacy Officer, who is responsible for administering it.