Database Information

Data Privacy & Security

In 2020/21 Willingdon Church is switching to a new Church Management System (ChMS) called Planning Center. As a church staff family, we want to give you a fuller picture of why we chose Planning Center and an explanation as to our church data needs

Willingdon Church Database

Our Need For A Church Management System (ChMS)

As both a BC Registered Society and a CRA Registered Charity, Willingdon Church has obligations regarding privacy and record keeping. ChMS helps organizations, like ours, fulfill our legal obligations to keep track of necessary data concerning donations, tax receipts, membership, criminal record checks, etc. Using an online management system is now the standard way large churches keep records. It also helps us communicate with and care for our congregation, as it streamlines important processes such as volunteer coordination, event registrations, group sign up, tax receipt distribution, and event attendance.

Selection Of Planning Center

For over two years, the front office team has been carefully investigating and testing various other ChMS systems. In our opinion Planning Center is the most effective and efficient ChMS that meets Willingdon’s administrative need to manage documents, registrations, and processes. The Planning Center developers have been very responsive and open to our feedback and are frequently implementing new features and actively looking for ways to improve their system.

Planning Center streamlines how you as an attendee or member interacts with our church, including child check-in, follow up for membership/baptism, and pastoral/prayer calls. In the coming months, volunteer scheduling, group sign up, and how tax returns are being delivered will also be enhanced as Willingdon implements new applications where you will experience new tools and more interactive communication between you and our church.

Privacy And Security Of Information

We take privacy and security of information very seriously at Willingdon Church. Our staff team has taken time to learn and will continue to grow and maintain a privacy-respectful culture at Willingdon Church. The two main concerns with data privacy are what is collected and how it is stored. We collect profile information, information relevant to ministry tasks, and keep track of historical giving, serving and event attendance. For more details, please click on the Data Collection, Privacy Policy and Data Storage links below. You can also read Planning Center’s documentation on security and privacy here.

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:
  • 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.

  • 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.

  • 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 informationFollowing submission of the form applications are downloaded from Jotform, entered into the database and the information is deleted from Jotform

  • 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 CollectInitial 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.

  • 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.

  • 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)