DATA PROTECTION POLICY KOINONIA International Christian Fellowship Aalborg – Denmark (hereafter KOINONIA)
KOINONIA is committed to respecting the data protection rights of our data subjects. We value the personal information entrusted to us and we respect this trust, by complying with all relevant laws, and adopting good practice.
PURPOSES OF DATA PROCESSING The notable purposes for KOINONIA to process personal data are to maintain our list of church members, to provide pastoral support, to transmit information by selected communication channels (to members, newsletter signups, Aalborg International Friends signups), to provide services to the community and for statistics.
DATA COLLECTION AND PROCESSING In the course of our work, we may collect and process personal data of data subjects. This includes data we receive straight from the person it is about, for example, where they complete forms or contact us.
MEMBERS When becoming a member, KOINONIA will ask you to fill out a form with personal information and a consent for the use of that information. The person’s full name is required for membership and the person’s e-mail address is required for KOINONIA to meet constitutional obligations. Other information will be requested in the form for a) communication purpose, b) information targeting, and c) statistics. Anyone can freely choose to give this information or not. The different categories of data are each subject to explicit consent from the data subject.
INTERESTED KOINONIA provides the opportunity to individuals who are interested to receive certain information (ie. Newsletter signups). A limited amount of personal information is requested from these individuals. Information will be requested for a) communication purpose and b) information targeting. Anyone can freely choose to give this information or not. The different categories of data are each subject to explicit consent from the data subject. None of these personal data will be shared within or outside KOINONIA.
AALBORG INTERNATIONAL FRIENDS Any person can sign up for receiving information about Aalborg International Friends by e-mail. Only an e-mail address is required. The e-mail address will not be used for any other communication than Aalborg International Friends. In this communication reference may be made to the specific partners of Aalborg International Friends. None of these personal data will be shared within or outside KOINONIA.
Pastor, employee AND OTHER PAID OR UNPAID FUNCTIONS For this category of individuals some additional personal data might be processed. KOINONIA commits to ensure valid purpose and appropriate processing. Processing and sharing of personal data will be subject to prior explicit consent from individuals.
DATA COLLECTION, STORAGE AND DESTRUCTION Data is merely collected directly from the data subject. At the point of collection, consent will be sought for the handling of those data. To the best of our abilities, we will ensure accurate and up to date information. KOINONIA will use appropriate measures to keep personal data secure at all points of the processing. Keeping data secure includes protecting it from unauthorised or unlawful processing, or from accidental loss, destruction or damage. We will not keep personal data longer than is necessary for the purposes that it was collected for.
COMMUNICATION WITH DATA SUBJECT Any information related to requests for personal data and consent provided to data subjects will be concise and transparent, using clear and plain language. We will process personal data in line with data subjects' rights (e.g. access to, change or delete, restrict processing of data and withdrawal of consent).
TRANSFERRING DATA AND WORKING WITH OTHER ENTITIES KOINONIA shares statistical information of members (eg. Age groups, nationalities) with the conventions/unions KOINONIA is a member of. KOINONIA will only share personal data with other organisations or people when we have a legal basis to do so and if we have informed the data subject about the possibility of the data being shared, unless legal exemptions apply to informing data subjects about the sharing. Only authorised and properly instructed individuals are allowed to share personal data.
KOINONIA will assess if the data processor will use appropriate technical and organisational measures to ensure the processing will comply with data protection law, including keeping the data secure, and upholding the rights of data subjects.
POLICY RESPONSIBILITY The Focal Point Data Handling is the central contact person for anything related to this policy. The role of the Focal Point Data Handling, the board and the membership are described in the full policy. In case of concerns on the Focal Point Data Handling (ie. Execution of his/her responsibilities), a data subject can inform the chairman of the board.
Version: February 2019