Privacy+Policy

= Name of Policy: C3HUU Privacy Policy = ([|Privacy Policy 081008.pdf]) Party Originating: Church Council Date First Adopted: 10/14/08 Date Revision Adopted: n/a Date of Review: October 2009

I. Background and Purpose
A. The Community Church of Chapel Hill – Unitarian Universalist strives to protect the privacy of its members, friends, and guests, while providing for the smooth flow of communications among community members, staff and others. This document sets forth the policy of the church so that all interested persons may become informed and take steps, as desired, to protect their privacy. B. Personal information such as name, address, telephone, and e-mail address, and photographs of individuals and groups, may be collected for use in church mailings or phone-calling, church publications (Directory, Newsletter, Order of Service, Booklets, Announcements, etc.) or website, as well as on the church bulletin boards.

II. Publications and Bulletin Boards
Information is collected on a voluntary basis. By providing such information a Member or Friend gives consent to its inclusion in standard church publications and for normal church uses. If an individual does not want his or her personal information to be included in any church publication, or photo to be displayed on the church bulletin board, then he or she may notify the Membership/Volunteer Coordinator, who will take reasonable steps to protect that individual’s information, to include keeping a permanent record of the request. New members, upon signing the Membership Book, will be afforded the opportunity to opt out of the directory and/or bulletin board.

III. Website
Occasionally the names of members and friends are mentioned on the website, particularly in articles from the newsletter or items about committees or interest groups. In addition, photographs of individuals or groups may be included on the website. In order to protect individuals’ privacy, personal identification information, such as images, phone number, address, or email, will not be included with their name, without their explicit permission. If an individual objects to a website photo in which he or she is recognizable, then that individual may request the webmaster to remove the photo.

IV. Visitors
Visitors may provide their contact information in order to receive the monthly newsletter and other church communications, or to register for an event. Their information will not be used for any other purpose.

V. Media Contact
Occasionally the Church may submit an article to the local media regarding a church event or religious topic. No member’s or friend’s name, photo, or other identifying information shall be provided to the media without that individual’s explicit permission.

VI. Children
Because of heightened concern for the privacy of information related to children, the Church will, in the future, exclude information on children unless a parent or guardian specifically “opts in” the child. New members will be given the opportunity to have their children’s information included in the Directory, on the bulletin boards, and the like, if they so designate when signing the membership book. Children already included in Church publications will continue to be included; their parent or guardian may choose to opt them out if desired by notifying the Membership/Volunteer Coordinator.

VII. Implementation Plan
A. Membership/Volunteer Coordinator shall develop office procedures necessary to ensure that a permanent office record of opt-out (and child opt-in) privacy requests is maintained and utilized. This shall include amending the contact form new members fill out, to enable them to check off which personal information, if any, they wish to be protected. It shall also include provisions for a “safety backup” plan to cover situations where the Coordinator may be out of the office or unavailable. B. Once adopted, the Privacy Policy shall be posted on the website, and the Membership/Volunteer Coordinator will place a notice in one newsletter and two Orders of Service advising the community of the policy and where to find it. Heads of Program Groups and Committees, as well as Webmaster and anyone who will post information online (e.g., editors of Wiki pages) or within the church, shall be required to read and sign a copy of the Privacy Policy, which will be kept on file by the Membership/Volunteer Coordinator.

Prepared by C3HUU Membership Committee (Chair: George Thompson) 10/8/2008 by Eileen Gavin McKenna For Board Consideration