Willingdon Church Data Storage




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Personal Information Willingdon Collects and Stores

We strive to keep your information as private as possible. We limited access to information to only what is minimally necessary for a ministry task.

Willingdon Church collects the following information:

Church Adult Profile

We collect: Legal Name, Preferred Name, Phone number, Email, Address, Gender, Birthday, Marital Status, Family members, Communication language preference, Church Attendance History, Testimony, Consent forms.

How do we collect: A basic profile is created by the database and follow-up information to complete the profile is collected through Jotform. Additional information is collected through the database software.

Where do we store information: Following submission of the form applications are downloaded from Jotform, entered into the database and the information is deleted from Jotform.

Serving Information

We collect: In addition to your church profile, we will collect volunteer positions currently serving in and serving schedule. Additional information specific to each ministry may be collected. This may include the status of a criminal record check and Safeplace training status.

How we collect: Information is collected through our database software.

Where we store information: Stored in our database.

Kids Registrations

We Collect:
Parental Information: Name, email, phone number, email address, home address, consent forms on behalf of the child, additional emergency contact information
Child’s Information: Name, address, gender, birthday, grade, school, allergy/medical information, Attendance records for events and programs.

How we collect: Initial household profiles are submitted through Jotform and additional information is collected through our database system.

Where do we store the information: Following submission of the form applications are downloaded from Jotform, entered into the database and the information is deleted from Jotform.

Students Registrations

We Collect: Parental Information: Name, email, phone number, email, home address, Consent forms on behalf of the student.
Student Information: Name, gender, grade, birthday, school (optional email, phone number, social media handles), allergy/medical information. Attendance records for events and programs

How We Collect: Initial household profiles are submitted through Jotform and additional information is collected through our database system.

Where do we store the information:  Following submission of the form applications are downloaded from Jotform, entered into the database and the information is deleted from Jotform.

Adult Registrations

Including but not limited to:
Courses (Alpha, Discovery, WSB, Missions, Freedom Session Marriage Courses)
Networks (Men’s Women’s Young Adults, Seniors)
Support groups ( Divorce care, Griefshare, Alongside, etc.)
Life groups

We Collect: Name, phone number, email address, age, food allergies, email preferences, language preferences

Class/program attendance and completion information is frequently collected.

How we collect: Information is collected through our database software.

Where we store information: Stored in our database.

Giving Information

We Collect: Name, Legal Name, Phone Number, Email, Address, Giving Number, Giving Method, Fund, Donation amount.

How we Collect: Information is collected whenever a donation to the Church is made

Where we store information: We store information in Tithe.ly (our giving platform) and recorded in our database (Planning Center)

Willingdon Church Data Storage

Willingdon Church uses Planning Center to manage the information technology requirements of the church. It was chosen after much extensive research and is considered “best of breed” for church management software.

Although it is developed and maintained by an American company, it is heavily used in both the United States and Canada. The software uses “Cloud” architecture for the data, which is a growing trend in the software industry. This entails having our data stored off-site, in servers located in the United States. Cloud storage has the advantage of providing Willingdon Church with secure, uninterrupted access to its data, without having to build expensive infrastructure to support and manage it. The one challenge to this data storage solution is that the financial and demographic information of those that call Willingdon Church their home church, give or volunteer at Willingdon Church, is stored on servers in the United States. Due to the USA Freedom Act (which replaced the USA Patriot Act) in that country, the US government could ask for and be granted access to this information.

Willingdon Church recognizes its responsibility in ensuring that we are a diligent steward of the information entrusted to us. It is important to note:

  1. Willingdon Church is aware of and works to remain in compliance with all data security regulations, instituted by both the Federal and Provincial Governments. Although the BC government recommends that BC companies and organizations store their Cloud data in Canada, there is no legal requirement to do so. (see Personal Information and Protection Act or PIPA- link below)
  2. Willingdon Church will continue to advocate for Canadian churches using Planning Center to be given the option to have their data stored in Canada.
  3. Planning Center has never had a request from the US government to grant access to information since its launch in 2007.

These issues have been presented to the Board of Elders of Willingdon Church and the benefits and risks have been considered.

Willingdon Church deeply cares about privacy and data security.  If you have further questions about this topic please feel free to contact us at office@willingdon.org

 

For more information about the Personal Information and Protection Act (PIPA):
PIPA
BC Guide to PIPA

You can also read Planning Center’s documentation on security and privacy here.