Every Nation Randburg — Ministries Legal, Data Protection and Privacy Policy(everynationrandburg.co.za)

(In Compliance with the Protection of Personal Information Act 4 of 2013 – POPIA and PAIA)

1. Policy Overview and Purpose

Every Nation Randburg (“the Church,” “we,” “us,” or “our”) is committed to protecting the privacy, dignity, and personal information of our congregants, visitors, volunteers, staff, and minors.

In the execution of our ministry activities—including worship services, life groups, prayer teams, children’s ministry, and community outreach—we collect and process personal data. This policy outlines how personal information is collected, stored, processed, and protected in accordance with the Protection of Personal Information Act (POPIA) and the Promotion of Access to Information Act (PAIA) of South Africa.

2. Scope and Information Officer

This policy applies to all personal information collected through:

  • Physical registration forms, visitor cards, and giving envelopes.
  • Digital platforms, including Church Center App, Planning Center, Zoom, and website forms.
  • Church communication channels (Email, WhatsApp groups, SMS).

Information Officer Contact Details:

  • Responsible Body: Every Nation Randburg Leadership Team
  • Information Officer: Church Office Administration
  • Email: enrbconnect@enjhb.org
  • Phone / WhatsApp: +27 60 136 1740

3. What Personal Information We Collect

We collect only the minimum necessary information required for ministry operations, including:

  • General Information: Full names, contact numbers, email addresses, residential addresses, date of birth, and marital status.
  • Special Personal Information: Religious beliefs (membership/baptism status), pastoral care/prayer notes, and financial/giving records.
  • Children’s Information: Names, ages, emergency contact details, allergies, and parental/guardian consent for participation in Children’s Ministry (e.g., Grace Kids / EN Kids).
  • Digital and Media Data: Profile details on Church Center, event RSVPs, Zoom attendance logs, and media (photos/videos) taken during public church gatherings.

4. Purpose of Processing and Legal Basis

The Church processes personal information for legitimate ministry purposes, including:

  1. Pastoral Care and Community: Facilitating small/life groups, prayer ministry, pre-marital counseling, and member care.
  2. Administration and Systems: Managing rosters, volunteer teams, and event registrations via Planning Center and the Church Center App.
  3. Communication: Sending church announcements, devotional materials, event reminders, and newsletter updates.
  4. Child Safety and Safeguarding: Ensuring secure check-in/check-out procedures for kids and youth ministry activities.
  5. Legal and Financial Compliance: Keeping accurate accounting records for tithes, offerings, and tax receipts.

5. Protection of Minors and Special Data

  • Children’s Data: We will never collect or process personal information of a child under the age of 18 without the express written consent of a parent or legal guardian.
  • Safeguarding: Information provided for children’s ministry is restricted strictly to authorised children’s ministry volunteers and staff.

6. Data Storage, Security and Third-Party Platforms

We implement reasonable technical and organisational measures to prevent loss, unauthorised access, or misuse of personal data:

  • Cloud Databases: We utilise secure, industry-standard church management tools (such as Planning Center / Church Center) with encrypted databases and role-based access controls.
  • Access Control: Staff and volunteers access only the data necessary for their specific ministry role after agreeing to confidentiality guidelines.
  • WhatsApp and Group Communication: Group administrators maintain strict oversight. Members are informed when joining group communications, and privacy settings are managed through Church Center wherever possible.
  • Third-Party Disclosures: We do not sell, rent, or trade personal data to third parties. Data is only shared with service providers (e.g., bulk email systems, banking portals) under strict confidentiality agreements.

7. Media, Photography and Livestreaming

  • Public Gatherings: Public services and events may be photographed, audio-recorded, or livestreamed (e.g., sermon recordings, Encounter Evenings).
  • Minors in Media: Specific parental consent is required before publishing identifiable images or videos of minors on social media or public channels.
  • Opt-Out: Attendees who do not wish to be photographed or filmed during services may notify the media team or sit in designated non-recording areas.

8. Your Data Rights under POPIA

As a data subject, you have the right to:

  1. Access: Request confirmation of what personal information the Church holds about you.
  2. Correction: Request updates or corrections to inaccurate or incomplete information.
  3. Objection and Withdrawal: Object to the processing of your data or withdraw consent at any time (e.g., unsubscribing from newsletters or leaving Church Center groups).
  4. Deletion: Request the deletion or destruction of your personal record, subject to legal or accounting retention obligations.

9. Policy Amendments and Complaints

This policy is subject to periodic updates to reflect legislative changes or operational improvements. Updated versions will be made available via the Church Center App and website.

If you have questions or concerns regarding how your data is handled, please contact our Information Officer. You also have the right to lodge a complaint with the South African Information Regulator: