Privacy Policy

1. Introduction
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1.1 Canberra International Church ABN 65 256 832 994 ("we", "us", "our", or the "Church") is committed to protecting your privacy and managing your personal information responsibly in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1.2 This Privacy Policy explains how we collect, use, store, disclose, and manage your personal information. By providing your personal information to us or using our website, you consent to the collection, use, storage, and disclosure of your personal information in accordance with this Privacy Policy.

1.3 We may update this Privacy Policy from time to time. When we do, we will update the "Date of last update" at the top of this document. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

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2. What Personal Information do we collect?

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2.1 Personal information means information or an opinion about an identifiable individual. We may collect the following types of personal information:

• Basic contact details: name, address, email address, telephone number
• Demographic information: age, marital status, family details
• Sensitive information: religious beliefs, prayer requests, health information (where relevant for pastoral care or specific programs)
• Website usage data: IP addresses, browser types, pages visited, and interaction patterns (collected through analytics tools)
• Information provided through contact forms, event registrations, volunteer applications, and other interactions with the Church
• Photos and videos taken at church events and services (with appropriate consent)

2.2 We only collect personal information that is reasonably necessary for our functions and activities as a church.

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3. How do we collect information?

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3.1 We collect personal information in the following ways:

Direct Collection:

• When you complete contact forms on our website
• When you attend church services, events, or programs
• When you register for events, activities, or volunteer opportunities
• When you communicate with us via email, phone, or in person
• When you subscribe to our newsletters or communications
• When you provide information for pastoral care or prayer requests

3.2 By completing and submitting any contact form on our website, you consent to the collection and use of the personal information you provide for the purposes outlined in this Privacy Policy.

Website Analytics:

• We use Fathom Analytics and Microsoft Clarity to collect de-identified and aggregated data about how visitors use our website
• Fathom Analytics: This is a privacy-first analytics tool that collects anonymized website usage data including page views, visitor counts, and general browsing patterns. Fathom does not use cookies and does not collect personally identifiable information.
• Microsoft Clarity: This tool helps us understand how users interact with our website through behavioral metrics, heatmaps, and session recordings. Microsoft Clarity uses cookies and may collect information including IP addresses (anonymized), browser types, device information, mouse movements, clicks, and scrolls. This data is collected in de-identified form to help us improve website design and user experience. For more information about how Microsoft collects and uses data, visit the Microsoft Privacy Statement at https://privacy.microsoft.com/en-us/privacystatement

3.3 Third parties may provide us with your personal information (for example, when someone refers you to our church or provides your contact details for follow-up).

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4. Why do we collect and use personal information?

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4.1 We collect and use personal information for the following purposes:

• To provide spiritual, pastoral, social, educational, and administrative functions of the Church
• To communicate with you about church services, events, programs, and activities
• To respond to your enquiries and requests
• To process event registrations and volunteer applications
• To provide pastoral care and prayer support
• To maintain church directories and contact lists (with consent)
• To send newsletters, updates, and information we believe may be of interest to you
• To manage our ministries and programs
• To improve our website and services based on usage patterns and user behavior
• To comply with legal obligations

4.2 We will only use your personal information for the primary purpose for which it was collected, unless you have consented to another use or it is otherwise permitted or required by law.

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5. How do we store and protect personal information?

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5.1 We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorized access, modification, or disclosure.

5.2 Our security measures include:

• Password-protected IT systems with restricted access to authorized personnel only
• Secure storage of physical records in access-controlled premises
• Electronic information stored on secure servers
• Regular review of security measures
• Staff and volunteer training on privacy obligations

5.3 Where we use cloud storage services, we take reasonable steps to ensure these providers have privacy policies that comply with Australian privacy regulations and principles.

5.4 We will permanently de-identify or securely destroy personal information once there is no longer a legal, regulatory, or legitimate need to retain it.

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6. Who do we disclose personal information to?

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6.1 We may disclose your personal information in the following circumstances:

• To church staff, pastors, and volunteers involved in providing pastoral care or administering ministries and programs
• To other church members when there is a reasonable need (for example, sharing contact details of team members working together in ministry)
• To service providers who assist us in our operations (such as IT service providers, website hosting providers, and cloud storage providers)
• To comply with legal obligations or respond to lawful requests from government authorities or courts
• With your consent or as otherwise authorized by you
• Where disclosure is required or authorized by law

6.2 All disclosures will be made in accordance with the Australian Privacy Principles.

6.3 We will not sell, rent, or trade your personal information to third parties for marketing purposes.

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7. Direct Marketing and Communications

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7.1 We may use your personal information to communicate with you about church events, programs, courses, and activities that we believe may interest or benefit you. This communication may be in the form of email, text message, postal mail, or phone call.

7.2 You can opt out of receiving marketing communications at any time by:

• Clicking the "unsubscribe" link in any email we send you
• Contacting us at admin@cichurch.org.au
• Following the opt-out instructions provided in the communication

7.3 Please note that even if you opt out of marketing communications, we may still need to contact you regarding your participation in specific events, ministries, or programs you have chosen to be involved in.

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8. Cookies and Website Tracking

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8.1 Our website uses cookies and tracking technologies through Microsoft Clarity for analytics purposes. These technologies collect de-identified data about website usage to help us improve user experience.

8.2 Cookies are small data files stored on your device that allow websites to remember your preferences and understand how you use the site.

8.3 You can control cookies through your browser settings. However, disabling cookies may limit some functionality of our website.

8.4 For more information about Microsoft Clarity's data practices, please visit: https://privacy.microsoft.com/en-us/privacystatement

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9. Overseas Disclosure

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9.1 Some of the service providers we use (including website analytics tools and cloud storage providers) may store or process data outside of Australia, including in the United States and European Union.

9.2 We take reasonable steps to ensure that overseas recipients handle personal information in accordance with the Australian Privacy Principles.

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10. Accessing and Correcting Your Personal Information

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10.1 You have the right to:

• Request access to the personal information we hold about you
• Request correction of your personal information if it is inaccurate, incomplete, or out of date
• Request deletion of your personal information in certain circumstances

10.2 To make a request, please contact us at admin@cichurch.org.au or using the contact details at the end of this Privacy Policy.

10.3 We will respond to your request within a reasonable timeframe (generally within 30 days). In some circumstances, we may need to verify your identity before providing access to your personal information.

10.4 We may refuse access or correction in certain circumstances permitted under the Privacy Act, in which case we will provide you with written reasons for our decision.

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11. Photography and Videography

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11.1 We may take photographs and videos at church services, events, and activities for promotional and record-keeping purposes.

11.2 These images may be used in church publications, social media, our website, and other promotional materials.

11.3 If you do not wish to be photographed or filmed, please notify church staff or volunteers at the event.

11.4 For images of children, we will seek consent from parents or guardians before using such images for promotional purposes.

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12. Children's Policy

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12.1 We take children's privacy seriously. For children under 18 years of age, we will seek consent from parents or guardians before collecting sensitive information or using images of children.

12.2 When collecting information about children for programs or activities, we will only collect what is reasonably necessary and will handle such information in accordance with this Privacy Policy and applicable child protection laws.

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13. Data Breach Notification

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13.1 In the event of a data breach that is likely to result in serious harm to individuals whose personal information is involved, we will:

• Take immediate steps to contain the breach
• Assess the breach and determine those affected
• Notify affected individuals as soon as practicable
• Notify the Office of the Australian Information Commissioner (OAIC) as required by law
  
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14. Complaints

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14.1 If you have concerns about how we have handled your personal information or believe we have breached the Australian Privacy Principles, please contact us at admin@cichurch.org.au.

14.2 Your complaint should be in writing and include:

• Your contact details
• Details of the complaint
• Any supporting documentation

14.3 We will investigate your complaint and respond within a reasonable timeframe (generally within 30 days). We may need to request additional information from you to properly address your complaint.

14.4 If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Email: enquiries@oaic.gov.au
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15. Contact Information
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15.1 If you have any questions about this Privacy Policy or our privacy practices, or if you wish to access or correct your personal information, please contact us:

Email: admin@cichurch.org.au

Website: www.cichurch.org.au

Privacy Policy Link: www.cichurch.org.au/policies/privacy

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16. Review of this Policy

16.1 This Privacy Policy will be reviewed periodically (at least every 5 years) or as required by changes in legislation or our practices.

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