PRIVACY
POLICY
DATA SUBJECT - Privacy Notice
BACKGROUND:
Every Nation Helderberg (registered as Every Nation Somerset West) understands that your privacy is important to you and that you care about how your personal information is used. We respect and value the privacy of all those that we have dealings with and use personal information in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Every Nation Helderberg (registered as Every Nation Somerset West)
Non-Profit organisation registered in South Africa under company registration number: 076-014 NPO
Registered address: 1st Floor, Oudehuis Centre, Caledon Street, Somerset West, 7130
Main trading address: Same as above
2. Introduction
Every Nation Helderberg (“we”, “us”, “our”), is a religious organisation committed to protecting your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”).
3. What Does This Notice Cover?
This Privacy Notice explains how we collect, use, store, and protect your personal information when you engage with our church. It also explains your rights under the law relating to your personal information.
4. Responsible Party
Church Name: Every Nation Helderberg
Address: 1st Floor, Oudehuis Centre, Caledon Street, Somerset West, 7130
Email: info@enhelderberg.org
Information Officer: Sarah Bennetts
5. What Is Personal Information?
Personal information is defined by the Protection of Personal Information Act (“POPIA”), as ‘any information relating to an identifiable living natural or existing juristic person’.
Personal information is, in simpler terms, any information about you that enables you to be identified. Personal information covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
We process personal information by both automated (electronically) and non-automated means (paper based as part of a filing system).
6. Categories of Personal Information We Collect
We may collect and process the following personal information:
Identification information (name, surname, ID/passport number where required)
Contact details (email address, phone number, physical address)
Demographic information (date of birth, marital status, family details)
Membership and attendance records
Donation and financial information
Volunteer and ministry involvement information
Communication records (including messaging platforms)
Audio-visual material (photos, videos, and recordings from church activities)
7. Special Personal Information
As a religious organisation, Every Nation Helderberg may process special personal information as defined under POPIA.
This may include:
Religious beliefs
Prayer requests
Pastoral care or counselling information
Children’s personal information
In terms of POPIA, the processing of special personal information is generally prohibited unless specific conditions are met.
We process such information only where permitted under POPIA, including where:
The processing is carried out in the course of our legitimate religious activities;
The information relates to members, former members, or individuals in regular contact with the church; and
The information is not disclosed outside the church without consent, unless required by law
Where required, we obtain explicit consent, particularly for:
Sharing prayer requests beyond church leadership
Processing children’s personal information
Any disclosure outside the church community
We apply additional safeguards to ensure that special personal information is:
Processed confidentially and in a secure manner
Limited to what is necessary for the intended purpose
Protected against unauthorised access or disclosure
8. Purpose of Processing
We process personal information for the following purposes:
Managing church membership and participation
Facilitating church services, ministries, and events
Communicating with members and attendees
Providing pastoral care and spiritual support
Coordinating volunteer and ministry involvement
Administering donations and financial records
Ensuring the safety and well-being of individuals participating in church activities
Complying with legal and regulatory obligations
9. Justification for Processing Personal Information
We process personal information in accordance with POPIA based on one or more of the following justifications.
Additional conditions apply to the processing of special personal information as set out in Section 7.
9.1 Consent
We process personal information where you have provided voluntary, specific, and informed consent, including for:
Participation in messaging groups or communication platforms
Receiving non-essential communications or newsletters
Use of photographs, videos, or recordings
Sharing personal information beyond the church community
You may withdraw your consent at any time, subject to legal or operational limitations.
9.2 Legitimate Activities of a Religious Organisation
We process personal information where it is necessary for our legitimate religious activities in accordance with POPIA.
This applies to individuals who are members, former members, or who have regular contact with the church.
Such activities include:
Maintaining membership and attendance records
Organising services, ministries, and events
Providing pastoral care
Communicating with members and regular attendees
Managing volunteer participation
9.3 Legal Obligations
We may process personal information where necessary to comply with applicable laws, including financial, tax, and regulatory requirements.
9.4 Legitimate Interests
We may process personal information where it is necessary for the legitimate interests of the church, provided such processing does not override your rights and freedoms.
10. Processing of Children’s Personal Information
Every Nation Helderberg recognises that children’s personal information requires enhanced protection under POPIA.
We collect and process personal information relating to children under the age of 18 only where:
Consent has been obtained from a parent or legal guardian; or
Processing is otherwise permitted by law
Children’s personal information may include:
Identification and contact details
Participation in church activities (e.g., children’s ministry, youth groups, camps)
Emergency contact and medical information
Photographs, videos, or recordings
We take additional care to ensure that:
Only necessary information is collected
Appropriate safeguards are implemented
Information is not shared externally without parental or guardian consent
Parents or guardians may request access to, correction of, or deletion of their child’s personal information, or withdraw consent at any time.
11. Sharing of Personal Information
We may share personal information with:
Church leadership and authorised personnel
Trusted service providers who support our operations
Regulatory or governmental authorities where required by law
We do not sell personal information.
12. Cross-Border Transfers
Where personal information is transferred outside South Africa (e.g., through cloud-based service providers), we will ensure that:
The recipient is subject to adequate data protection laws; or
Appropriate safeguards are in place; or
You have provided consent
13. Information Security
We implement appropriate technical and organisational measures to protect personal information against:
Loss or damage
Unauthorised access
Unlawful processing
14. Retention of Personal Information
We retain personal information only for as long as necessary to:
Fulfil the purposes outlined in this notice
Comply with legal, regulatory, or operational requirements
15. Your Rights (Data Subject Rights)
Under POPIA, you have the right to:
Access your personal information
Request correction or deletion
Object to processing
Withdraw consent (where applicable)
Lodge a complaint with the Information Regulator
Requests may be directed to the Information Officer.
16. Complaints to the Information Regulator
Website: https://www.justice.gov.za/inforeg/
Email: complaints.IR@justice.gov.za
17. Updates to This Privacy Notice
We may update this Privacy Notice from time to time. The latest version will be made available by the church.
18. Contact Details
For questions or concerns regarding this Privacy Notice or your personal information, please contact:
Information Officer: Sarah Bennetts
Email: info@enhelderberg.org
19. PAIA Manual
Our Promotion of Access to Information Act (PAIA) Manual is available upon request or via [insert link], and explains how you may request access to records held by Every Nation Helderberg.