Privacy & Photography Policy

Adopted on: 21st May 2018
Last reviewed: 21st June 2025

Document ID: BBCPOL-006

Policy Statement:
Busselton Baptist Community Church (BBC) respect and uphold an individual’s right to privacy protection in accordance with the 13 Australian Privacy Principles (APPs) from Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012, which amends the Privacy Act (1988). 

This policy outlines how we collect, use, store, disclose and protect personal and sensitive information, including information gathered through photography and video recordings.

Scope:
This policy applies to all individuals who interact with BBC, including members, volunteers, staff, visitors and service users.

Why We Collect

We collect personal information in order to carry out the mission and ministry of BBC. This includes:

• Communicating with you effectively

• Connecting you with appropriate ministries or services

• Providing pastoral care and support

• Facilitating safe participation in church activities Sharing news, events, and Gospel opportunities

• Complying with legal and regulatory obligations

We only collect information that is necessary for these purposes, or as required by law. Without certain personal details, we may not be able to offer appropriate services, involvement, or care.

What We Collect

We collect only the personal information reasonably necessary to carry out our ministry and organisational functions. This may include:

• Names and contact details (address, phone, email)

• Family relationships and ministry involvement

• Staff employment and payroll information

• Working with Children Check (WWCC) and Police Check details

• Medical or emergency information (where relevant)

• Participation in church events or programs

• Content from surveys, forms, or correspondence

Use of Personal Information

We collect personal information to:

• Communicate with individuals

• Provide pastoral care and ministry opportunities

• Promote church services, events, and activities

• Maintain required records for staff and volunteers

• Comply with legal obligations

We only use information for the purpose for which it was collected or as otherwise permitted by law.

Collection Methods

Information is collected through:

• In-person conversations

• Online forms, email, website submissions

• Phone calls, messages, and audio/video content

• Social media interactions

• Participation in church events or programs

• Employment or volunteer application processes

We may also collect information from third parties (e.g., referees), in which case we will take reasonable steps to notify the individual or destroy the information if not required.

Use & Disclosure

We will not disclose personal information except:

• To internal ministry leaders or teams for pastoral and ministry purposes

• To contracted service providers (e.g., database or payroll providers) on a confidential basis

• Where legally required, or with the individual’s prior consent (e.g., church directory inclusion)

We do not rent, sell, or trade personal information and do not disclose it to third parties for unrelated purposes.

Overseas Disclosure

BBC may use overseas-based digital services (e.g., cloud storage, communication platforms) for processing and backup. Any such use does not reduce our responsibility to protect your information in accordance with Australian privacy laws.

Data Security

We take reasonable steps to protect all personal and sensitive information from misuse, interference, loss, unauthorised access, or modification. This includes storing people's data on secure, password-protected digital systems. We are committed to making our best endeavours to keep these systems secure through a range of measures, including:

• Password-protected IT systems

• Access controls for staff and volunteers

• Secure disposal and de-identification of records no longer required

Anonymity

Where lawful and practicable, individuals may interact with BBCC anonymously. However, anonymity may limit our ability to provide some services or support.

Website & Cookies

When you visit our website, certain information may be automatically collected, such as your IP address, browser type, device information, the date and time of your visit, and pages accessed. This data helps us improve website performance and user experience. Like many websites, we may use cookies or similar technologies for these purposes.

If you prefer not to use cookies, you can adjust your browser settings to disable them.

Our website may also contain links to third-party websites, and third-party websites may link to ours. Please note that our Privacy & Photography Policy does not extend to those external websites. We are not responsible for the privacy practices of other sites, and we encourage visitors to read the privacy statements of any linked website before sharing personal information.

Access & Correction

Individuals may request to view or update their personal information by contacting the church office. Access may be refused in limited circumstances, such as where it would breach another person’s privacy.

Photography & Video

BBCC may take photos or video footage during services, events, and ministry activities for:

• Church communications (e.g., website, social media, newsletters)

• Teaching, training, and promotional use

By attending these events, individuals consent to being photographed or recorded unless they have opted out.

Opting Out or Withdrawing Consent

Anyone may request not to be photographed or recorded, or withdraw consent at any time, by contacting the church office in writing or verbally. Every effort will be made to honour such requests, particularly where minors are involved.

Photography involving children and youth will be subject to additional Safe Church safeguards, and parent/guardian consent will be obtained where required.

Complaints Process

If you believe BBC has mishandled your personal information, please submit a written complaint to: admin@busseltonbaptist.org.au

Include:

• Your name and contact details

• Date and description of the incident

• Desired outcome or resolution

We will respond within 30 days and handle your concerns in accordance with the APPs.

References:

The Privacy Act

Australian Privacy Principles

Related Documents

BBC Safe Church Policy (BCWA-005)

BBC Social Media Use Policy (BBCPOL-027)