Purpose
Dunedin City Baptist Church understands the importance of protecting your privacy and we comply with our obligations under the Privacy Act 2020 with regards to the handling of your personal information. We are committed to protecting the privacy of all individuals associated with its ministry. This Privacy Policy outlines how we collect, use, disclose, and protect personal information in compliance with the Privacy Act 2020.
Scope
This policy applies to all staff, volunteers, members, attendees, and individuals who engage with the Church through its ministries, events, and services.
Collection of Personal Information
We collect personal information that is necessary for the purposes of:
• Pastoral care and ministry
• Church database, membership and attendance records
• Organising church activities and events
• Communicating with members and the church community
• Complying with legal and financial obligations as necessary
Types of information may include:
• Name, contact details (email, phone, address)
• Date of birth and family details (e.g. for children’s ministry)
• Health or dietary information (for camps/events, with consent)
• Photographs and videos (with consent, especially for minors)
• Donation and IRD information (for receipting and payroll purposes)
• Identity information (e.g. for police vetting)
How We Collect Information
Information may be collected in the following ways:
• Registration forms (electronically or paper form)
• Conversations or pastoral interactions (face to face, phone calls, emails or social media platforms)
• Subscribing to DCBC Church Management System Planning Center
• Subscribing to receiving the weekly newsletter via Mailchimp
• Event or programme sign-ups
• Giving/donation platforms
• Participating in online surveys or completing the Welcome Card
Adopted: April 2026
Next Review: April 2028
Where possible, personal information is collected directly from the individual concerned. In the case of minors, information is collected from a parent or guardian. Enquiries can also be made with others to verify the information you provide.
Use and Disclosure of Personal Information
Personal information will only be used for the purpose for which it was collected or for directly related ministry purposes. We will not share your information with third parties unless:
• You have given consent
• It is required by law
• It is necessary to protect the safety or health of an individual
• It is necessary to process donations or payments
We may use contact details to provide church-related communications, updates, and notices.
Third Parties
We use the following third-party providers to store and process our data:
• Planning Center to store and manage information for our church database. DCBC’s data is stored outside of New Zealand under similar levels of data protection to New Zealand. More information can be found here.
• Microsoft Corporation. Security of your information while using Microsoft Forms is provided by Office 365 including data encryption. More information can be found here.
• Intuit Inc., to process information on our Mailchimp platform, to send out communication. More information can be found here.
• Xero to meet the accounting and financial needs of DCBC. More information can be found here.
• Thankyou Payroll to store and process staff’s salary. More information can be found here.
• Google sheets to manage ministry programme attendance. More information can be found here.
Adopted: April 2026
Next Review: April 2028
Data Security and Storage
We take reasonable steps to protect your personal information from loss, misuse, or unauthorised access.
This includes:
• Securing physical records in locked storage
• Restricting digital access to authorised users
• Using encrypted or password-protected systems where appropriate
Personal information will be retained only as long as necessary for ministry and legal purposes, after which it will be disposed of in a secure and confidential way.
Access and Correction
Individuals have the right to:
• Access their personal information held by the Church
• Request correction of any inaccurate or incomplete information
Requests can be made in writing to the Church Privacy Officer (contact details below).
Photography and Media
Photos or videos taken during services or events may be used for church-related purposes (e.g., website, social media, newsletters).
Consent will be sought especially for identifiable images of children or vulnerable individuals.
If you do not wish to be photographed or recorded, please inform a leader or the Church Office.
Website and Online Privacy
Our website may collect limited personal information such as email addresses via contact forms. Any such information will be handled in accordance with this policy.
Cookies or analytics tools may be used to enhance user experience. Users can opt out through their browser settings.
Adopted: April 2026
Next Review: April 2028
Complaints and Enquiries
If you believe your privacy has been breached by us, or have concerns about our Privacy Policy, please contact our Privacy Officer so we can investigate it:
Mike Bagge
Dunedin City Baptist Church
19 Main South Road, Concord, Dunedin 9018
(03) 488 4222
mikeb@dcbc.co.nz
We will endeavour to determine the nature of the breach, how it occurred and resolved the complaint. You may be contacted during the process to seek any further clarification if necessary. You will also be contacted to inform you of the outcome of the investigation. We will endeavour to resolve all investigations within a reasonable time.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner. You can phone them on 0800 803 090 or visit their website for more information on making a complaint.