1. Introduction
The Church recognises the sacred responsibility of safeguarding the privacy and personal details of all individuals who interact with its clergy, staff, and volunteers. This includes personal, spiritual, financial, and sensitive information entrusted to the Church in various forms. Maintaining confidentiality is a fundamental principle that ensures trust between the Church and its members and adheres to both ethical and legal standards. This policy outlines the Church’s commitment to confidentiality and the expectations placed on clergy, staff, and volunteers in handling private details.
2. Purpose
The purpose of this policy is to:
- Define the Church’s stance on the confidentiality of personal information.
- Ensure that all clergy, staff, and volunteers understand the importance of maintaining confidentiality.
- Provide guidelines for handling private information in a secure and ethical manner.
- Outline the procedures for addressing breaches of confidentiality.
3. Scope
This policy applies to all clergy, employees, officers, directors, volunteers, and anyone acting on behalf of the Church. It covers all personal, spiritual, and sensitive information acquired through:
- Pastoral counselling or spiritual direction.
- Confessions made to clergy.
- Church-administered programs, such as charitable assistance.
- Administrative functions involving personal or financial data.
- Medical information, when provided for Church events or services.
4. Definitions
- Confidential Information: Any personal, spiritual, or sensitive details shared with the Church, clergy, or staff, which is not intended to be disclosed to others without consent. This includes, but is not limited to, names, contact information, financial records, personal stories, health details, and confessions made to clergy.
- Disclosure: Sharing of confidential information without proper authorisation or legal obligation.
5. Confidentiality Guidelines
5.1. Private Conversations and Counselling
- Clergy: Confessions, pastoral counselling, and spiritual guidance provided by clergy are strictly confidential. The seal of confession is inviolable, and no information disclosed in confession can be revealed under any circumstances.
- Staff and Volunteers: Any information shared with staff or volunteers during Church programs, charitable activities, or administrative work must be kept confidential. This includes financial assistance records, personal conversations, and any personal information collected for Church services.
5.2. Handling of Personal Data
- All personal and sensitive information collected in the course of the Church’s activities should be treated with the highest degree of confidentiality. Such information includes:
- Contact information (e.g., phone numbers, addresses, emails).
- Financial details (e.g., donations, tithing records, financial aid applications).
- Health-related information (e.g., medical conditions provided for event participation).
- Data should only be accessed by authorised personnel and used for the purpose for which it was collected. Sharing information with third parties, including other Church members, without consent is prohibited.
5.3. Legal Compliance
- In certain circumstances, the Church may be legally obligated to disclose information, such as in cases of abuse reporting or criminal investigations. In such instances, only the minimum necessary information will be provided to the authorities, and the individual involved will be informed whenever possible, except in cases where it would compromise an ongoing investigation.
5.4. Secure Storage of Information
- Confidential information, whether in physical or digital form, must be stored securely.
- Physical Records: Should be kept in locked file cabinets accessible only to authorised personnel.
- Digital Records: Should be stored in password-protected systems with limited access.
6. Breach of Confidentiality
- Any unauthorised disclosure of confidential information is considered a breach of this policy and may result in disciplinary actions, including removal from position or termination of employment.
- Clergy, staff, or volunteers who suspect a breach of confidentiality must report it immediately to Church leadership for investigation.
7. Conclusion
The Church is committed to protecting the personal and sensitive information entrusted to it by members and individuals. By adhering to this policy, clergy, staff, and volunteers can ensure that the Church remains a place of trust, security, and integrity, preserving the confidentiality of all who engage with it.
Pledge of Confidentiality for Clergy, Staff, and Volunteers
As a clergy member, staff member, or volunteer of the Old Orthodox Church of Jerusalem, I recognise the sacred trust placed upon me by individuals who share their personal, spiritual, and sensitive information with the Church. I understand that confidentiality is essential to preserving the integrity and mission of the Church. Therefore, I solemnly pledge the following:
- Confidentiality: I will keep all personal, spiritual, and sensitive information shared with me in the course of my duties strictly confidential, including, but not limited to, any information disclosed in confession, during pastoral counselling, in the course of charitable work, or during any administrative or Church-related activities.
- Use of Information: I will only use confidential information for the purpose for which it was provided, and I will not share it with unauthorised individuals, including other members of the Church, without the explicit consent of the person involved, unless legally obligated to do so.
- Secure Handling: I will ensure that any confidential information, whether in physical or digital form, is stored securely and only accessed by authorised personnel. I will follow all Church guidelines for the secure handling of such information.
- Reporting Breaches: I will promptly report any suspected breach of confidentiality to Church leadership, and I will cooperate fully in any investigation into the breach.
- Non-Disclosure: I understand that the seal of confession is inviolable, and I will never disclose information revealed in confession, under any circumstances.
By signing this pledge, I acknowledge my responsibility to uphold the confidentiality of all information entrusted to me and my commitment to protecting the dignity and privacy of all individuals who engage with the Church.
Name: __________________________
Position: ________________________
Signature: _______________________
Date: ___________________________
June 13, 2002; October 1, 2007; June 2, 2009
