In His Name Ministries is committed to being transparent about how it collects and uses the personal data that it collects and ensuring its data protection obligations are met. This policy sets out In His Name’s commitment to data protection and individual rights and obligations in relation to personal data. This policy applies to the personal data of ministry partners (those who give towards, pray for or spread the word about In His Name) and ministry friends (those who have shown interest in the ministry and expressed their desire to be kept informed of ministry activities).
“The Ministry” is In His Name Ministries globally.
“Personal data” is any information that relates to an individual who can be identified from that information.
“Processing” is any use that is made of data, including collecting, storing, amending, disclosing or destroying it.
THE DATA PROTECTION PRINCIPLES
The Ministry processes personal data in accordance with the following data protection principles:
- The Ministry processes personal data lawfully, fairly and in a transparent manner.
- The Ministry collects personal data only for specified, explicit and legitimate purposes.
- The Ministry processes personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing.
- The Ministry keeps accurate personal data and takes all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
- The Ministry keeps personal data only for the period necessary for processing.
- The Ministry adopts appropriate measures to make sure that personal data is secure and protected against unauthorised/unlawful processing, accidental loss, destruction or damage.
The Ministry informs individuals of the reasons for processing their personal data, how it uses such data and the legal basis for processing in its privacy notices. It will not process personal data of individuals for other reasons. The Ministry will update personal data promptly if an individual advises that his/her information has changed or is inaccurate.
RIGHTS IN RELATION TO PERSONAL DATA
As a data subject, individuals have a number of rights in relation to their personal data. Such rights are listed below.
Subject access requests
Individuals have the right to make a subject access request. If an individual makes a subject access request, the Ministry will tell him/her:
- Whether or not his/her data is processed and if so why, the categories of personal data concerned and the source of the data if it is not collected from the individual.
- To whom his/her data is or may be disclosed, including to recipients located outside the European Economic Area (EEA) and the safeguards that apply to such transfers.
- For how long his/her personal data is stored (or how that period is decided).
- His/her rights to rectification or erasure of data, or to restrict or object to processing.
- His/her right to complain to the relevant authority if he/she thinks the organisation has failed to comply with his/her data protection rights; and
- Whether or not the Ministry carries out automated decision-making and the logic involved in any such decision-making.
To make a subject access request, team members should send the request to firstname.lastname@example.org. In some cases, the Ministry may need to ask for proof of identification before the request can be processed. The Ministry will inform the individual if it needs to verify his/her identity and the documents it requires. The Ministry will normally respond to a request within a period of one month from the date it is received. If a subject access request is manifestly unfounded or excessive, the Ministry is not obliged to comply with it. A subject access request is likely to be manifestly unfounded or excessive where it repeats a request to which the Ministry has already responded. If an individual submits a request that is unfounded or excessive, the Ministry will notify him/her that this is the case and whether or not it will respond to it.
Individuals have a number of other rights in relation to their personal data. They can require the Ministry to:
- Rectify inaccurate data;
- Stop processing or erase data that is no longer necessary for the purposes of processing;
- Stop processing or erase data if the individual’s interests override the Ministry’s legitimate grounds for processing data (where the Ministry relies on its legitimate interests as a reason for processing data);
- Stop processing or erase data if processing is unlawful; and
- Stop processing data for a period if data is inaccurate or if there is a dispute about whether or not the individual’s interests override the Ministry’s legitimate grounds for processing data.
To request that the Ministry take any of these steps, the individual should send their request to email@example.com.
The Ministry takes the security of personal data seriously. There are internal policies and controls in place to protect personal data against loss, accidental destruction, misuse or disclosure, and to ensure that data is not accessed, except by employees in the proper performance of their duties. Where the Ministry engages third parties to process personal data on its behalf, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
Some of the processing that the Ministry carries out may result in risks to privacy. Where processing would result in a high risk to individual’s rights and freedoms, the Ministry will carry out a data protection impact assessment to determine the necessity and proportionality of processing. This will include considering the purposes for which the activity is carried out, the risks for individuals and the measures that can be put in place to mitigate those risks.
If the Ministry discovers that there has been a breach of personal data that poses a risk to the rights and freedoms of individuals, it will report it to the relevant authority within 72 hours of discovery. The Ministry will record all data breaches regardless of their effect. If the breach is likely to result in a high risk to the rights and freedoms of individuals, it will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures it has taken.
International data transfers
The General Data Protection Regulations (GDPR) imposes restrictions on the transfer of personal data outside the European Union, to third countries or international organisations.
However, the regulations also provide exceptions from the general prohibition on transfers of personal data outside the EU in certain specific situations and allows for a transfer, or set of transfers, to be made where the transfer is:
- The data subject explicitly consents to the data transfer after having been informed and or appropriate safeguards of the possible risks to the data subject due to the absence of an adequacy decision.
- The transfer is necessary for the performance of a contract between the data subject and the controller or the implementation of pre-contractual measures taken at the data subject’s request.
- The transfer is necessary for the conclusion or performance of a contract concluded in the interest of the data subject between the controller and another natural or legal person.
- The transfer is necessary for important reasons of public interest.
- The transfer is necessary for the establishment, exercise or defence of legal claims.
- The transfer is necessary in order to protect the vital interests of the data subject or of other persons, where the data subject is physically or legally incapable of giving consent.
- The transfer is made from a register which according to Union or Member State law is intended to provide information to the public and which is open to consultation either by the public in general or by any person who can demonstrate a legitimate interest, but only to the extent that the conditions laid down by Union or Member State law for consultation are fulfilled in the particular case.
Where a transfer could not be based on any of the above provisions on binding corporate rules, a transfer outside the EU can only take place only if:
- The transfer is not repetitive.
- Concerns only a limited number of data subjects; is necessary for the purposes of compelling legitimate interests pursued by the controller which are not overridden by the interests or rights and freedoms of the data subject; and the controller has assessed all the circumstances surrounding the data transfer and has on the basis of that assessment provided suitable safeguards with regard to the protection of personal data.
Our employees, volunteers and contract workers are instructed to follow the following guidelines in relation to personal information.
- Do not give out confidential personal information except to the data subject. In particular, it should not be given to someone from the same family or to any other unauthorised third party unless the data subject has given their explicit consent to this.
- Be aware that those seeking information sometimes use deception in order to gain access to it. Always verify the identity of the data subject and the legitimacy of the request, particularly before releasing personal information by telephone.
- Only transmit personal information between locations by email if a secure network is in place, for example, a confidential fax machine or encryption is used for email.
- Ensure that any personal data you hold is kept securely, either in a locked filing cabinet or, if computerised, it is password protected.
- To access only data that you have authority to access and only for authorised purposes;
- To not remove personal data, or devices containing data or that can be used to access personal data, from the premises of the Ministry without adopting appropriate security measures (such as encryption or password protection) to secure the data and the device; and
- Not to store personal data on local drives or on personal devices that are used for work purposes.
- Compliance with data protection requirements is your responsibility. If you have any questions or concerns about the interpretation of these rules please discuss this with your manager.
CHANGES TO THIS PRIVACY NOTICE
We will keep this privacy notice under regular review and we will place any updates here. At the start of this privacy notice, we will tell you when it was last updated.
In His Name Ministries NPC
PO Box 50015, West Beach 7449, Cape Town, RSA
Tel: 0027 21 556 0762
In His Name Ministries Inc.
PO Box 721837, Orlando, FL 32872-1837
Tel: 0027 21 556 0762
In His Name Ministries
Manor Brook Cottage, Whitebrook, Monmouthshire NP25 4TU,UK
Tel: 0044 1600 860354