Privacy Info for Congregations

Q) We videotape our services for shut-ins. Can we continue this practice given the restrictions of the privacy legislation?

A) If you are videotaping your service for shut-ins using largely wide-angle photography from a distance of a group of people, and for what you consider to be a public event, this should be fine with respect to privacy.

If you have members of the congregation who do not want to be photographed, you may want to consider a section of the sanctuary that would not be panned during the taping.

Q) We have individuals walking in off the street and requesting copies of baptismal records. Should we be providing this information?

A) We recommend that you respond to requests for this type of information by asking for:

• a request submitted in writing
• identification if the individual requesting the information is unknown to you
• proof of parenthood if there is any suspicion around the request

Note: You should follow the above practice for any request for personal information.

Q) Is specific permission required to use group or individual pictures on the website?

A) Yes, expressed written consent is required for the posting of photographs, especially those on the Web. The intent is to protect children and youth from unauthorized harvesting of digital photographs from websites by any unscrupulous individuals that may be targeting children.

Q) Is it acceptable, if asked by a member at an annual congregational meeting, to discuss the details of employment expenses?

A) Keeping in mind that this is a matter internal to the church, there are two things to consider:

1. Salary information is considered to be personal information under the Privacy Act.
2. The congregation is the employer and as such it could be argued that members are entitled to know what is being paid to its' employees.

This question has arisen a number of times and as it is an internal matter, and the salary information is not going external to the organization, it should, to our understanding, be left up to the pastoral charge or governing body to determine how they want to handle this information. One suggestion would be to not include this information in the public minutes that are posted on a public website.

Q) Can we share information that we have at the committee level with other committees within the pastoral charge?

A) The Privacy Legislation states that personal information can only be used for the purpose for which it was collected. However, we understand that at times this doesn't seem practical when a duplication of time, effort and information would result. When collecting personal information you may want to consider adding to the form a clause such as "For administrative purposes, may we share this information with other church committees?"

Q) It has been brought to our attention that putting prayer requests in the bulletin may be a violation of the privacy legislation. Can you comment?

A) The Privacy Working Group does not see a problem with putting prayer requests and people's names in the bulletin. In talking to a number of pastoral charges they inform us that they will provide generic types of information-for example, remembering someone who is ill but refraining from divulging specific details.

Q) Do we need to have a Privacy Official at each pastoral charge?

A) Yes, each pastoral charge should have a Privacy Official. There has to be a central person who should be knowledgeable about privacy and to whom requests for personal information would be directed. In most cases the Privacy Official is the person who has the most access to the information and who is responsible for the security, integrity and safekeeping of the information.

Q) We sometimes get requests for forwarding addresses and/or telephone numbers for former ministry personnel. How should we handle these requests?

A) The Privacy Working Group recommends taking the name and telephone number or address of the person making the request and relaying that information to the former minister so that they can contact the individual if they so desire.

Q) Is a person's personal information considered "private" if that information is available through a public resource such as the telephone book?

A) The Privacy legislation allows for the collection, use, and disclosure of personal information that is available through a public resource such as the telephone book. However, keep in mind that some individuals have unlisted telephone numbers and may not want their information used indiscriminately.

For answers to other questions, or for more information please email the Privacy Officer.