Privacy Policy

1. INTRODUCTION

Hi there! Thanks for taking an interest in how we handle your information here at City on a Hill Evangelical Church.

We recognise the importance of protecting your privacy and want to assure you that we take all reasonable steps to ensure your personal information is protected from misuse, loss, or unauthorised access or disclosure.

The key principles behind our privacy policy are:

  • To ensure you understand that your information is collected with your permission, and what we do – and do not do – with it.

  • To explain how we use your information to pastorally love and care for you as we seek to see you grow as a wholehearted follower of Jesus.

We comply with the Privacy Act 2020 and are guided by its principles of openness, purpose, and accountability.

2. COLLECTION OF INFORMATION

Our primary means of collecting information is through Comment / Welcome Cards or other forms you complete. By providing your details, you voluntarily supply us with personal information and consent to its collection, storage, and use in accordance with this policy and the Privacy Act 2020.

We may also collect personal information:

  • when you contact one of our pastors or staff directly,

  • through online forms or event registrations,

  • through our website or social media (as made available by your own privacy settings), or

  • when you participate in ministry, volunteer, or serve within our community.

We collect only the information reasonably necessary to support our ministry and operations.

3. PURPOSE OF COLLECTION

City on a Hill uses personal information to support our ministry and operations.
This includes:

  • Pastoral care and support, including pastoral follow-up, spiritual care, and support during times of need (e.g. illness or hardship),

  • Church life and ministry coordination, including organising services, ministry teams, and community groups,

  • Communication, including informing you about church services, events, and ministries,

  • Improvement and administration, including developing and improving our services and fulfilling administrative functions, and

  • Legal and safeguarding obligations, where required.

Your information is stored securely in our Church Management System (Elvanto). Their privacy policy can be viewed here (https://get.tithe.ly/legal/privacy-policy).

4. USE AND DISCLOSURE

Access to your personal information is restricted to City on a Hill staff members, Administration Team members, Community Group leaders, and other trusted volunteers who require the information for ministry or administrative purposes.

We will not disclose your information to anyone outside City on a Hill for any other purpose without your consent, unless required or permitted by law.

Sensitive Information

Some information we collect may be particularly sensitive in nature. We treat this information with a higher level of care and confidentiality and limit access to those who need it for pastoral support.

5. USE OF ARTIFICIAL INTELLIGENCE (AI)

City on a Hill may use Artificial Intelligence (AI) tools to assist in communication, administration, and ministry support. Examples include assisting in the preparation and editing of written material, analysing de-identified data, or improving efficiency in routine tasks.

We are committed to using AI responsibly and transparently.

  • Limited Data Use: We do not input personal or sensitive information about individuals into AI systems unless it is de-identified or we have obtained your consent.

  • Purpose: AI tools are used to assist our staff and volunteers — not to make automated decisions about individuals or pastoral care.

  • Third-Party Providers: When AI services are provided by third-party organisations, we ensure those providers have appropriate privacy safeguards and do not use your information for training their systems.

Our use of AI is guided by the same biblical principles that shape our broader ministry as we seek to multiply and mature wholehearted followers of Jesus.

6. STORAGE, SECURITY AND DATA BREACHES

We take reasonable steps to protect your personal information against loss, misuse, unauthorised access, alteration, or disclosure. Information is stored securely, either electronically (in password-protected systems) or physically (in locked storage).

If a data breach occurs that is likely to cause serious harm, we will notify both

  • the Office of the Privacy Commissioner, and 

  • Affected individuals

as required under the Privacy Act 2020.

7. RETENTION AND DELETION OF INFORMATION

We only retain personal information for as long as it is reasonably necessary to fulfil the purposes for which it was collected and to meet legal obligations.

Practical application:

  • Information relating to active members and regular attenders is retained while they are involved in church life.

  • If a person is no longer involved, their personal information will be reviewed and may be securely deleted or anonymised after a reasonable period, unless it is required for legal, safeguarding, or historical record purposes.

  • Sensitive information is retained only as long as necessary for pastoral care or legal obligations and is handled with particular care.

When information is no longer required, we take reasonable steps to securely delete or anonymise it.

8. ACCESS, CORRECTION, AND COMPLAINTS

You have the right to:

  • request access to your personal information,

  • ask for corrections or updates, and

  • make a complaint about how your information has been handled.

To do so, please contact us. We will respond as promptly as possible and in accordance with our legal obligations.

Contact:
To contact us click here.

9. UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The most recent version will always be available on our website, and the “Last Updated” date will indicate when changes took effect.

This policy is reviewed regularly to ensure ongoing compliance with the Privacy Act 2020 and best practice.

Updated: April 2026
Next Review: April 2028