PCMF Kariobangi South Parish
Version 1.0 — August 2026

1. Introduction

PCMF Kariobangi South Parish is committed to protecting the privacy, confidentiality and integrity of personal information entrusted to it by members, church leaders, volunteers, visitors and partners. This policy governs the collection, use, storage, sharing and disposal of personal information processed through the PCMF website and information systems.

2. Core Policy

PCMF shall process only necessary personal information for legitimate ministry purposes; implement administrative, technical and physical safeguards; apply role-based access; classify information; protect confidentiality; retain records only as necessary; respect members' rights; and review the policy every two years.

3. Purpose

To ensure lawful, fair and transparent processing of personal data while supporting church administration, discipleship, communication, stewardship and ministry.

4. Scope

Applies to all members, leaders, elders, district and zone officials, volunteers, employees, contractors, website users and service providers handling PCMF information.

5. Guiding Principles

Lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, confidentiality and accountability in line with the Kenya Data Protection Act 2019 and GDPR principles.

6. Personal Data Collected

Names, contacts, date of birth where required, membership details, district, zone, ministry involvement, attendance, commissioning records, event registrations, payment references and website usage information.

7. Collection Methods

Registration forms, online portals, event registration, payment systems, church offices, district leaders, surveys, email and website interactions.

8. Purpose of Processing

Membership administration, communication, event management, financial accountability, reporting, pastoral care, volunteer coordination, document access and statutory compliance.

9. Membership & Financial Systems

The system maintains member profiles, districts, zones, leadership appointments, attendance, payments, donations, subscriptions and reports.

NOTE: Card numbers, PINs and banking credentials are never stored.

10. Website & Resources

The website provides news, events, calendar, SAGE magazine, document library, registration, payment guidance and authenticated member resources. Cookies may be used to improve user experience.

11. Security & Access Control

Role-based access, strong passwords, encrypted connections where available, secure backups, audit logs, least-privilege access, periodic reviews and administrator accountability protect information.

12. Data Sharing

Information is never sold. Disclosure occurs only with consent, legal obligation, approved service providers under confidentiality obligations, or church governance requirements.

13. Retention

Membership records: duration of membership plus 7 years; financial records plus 7 years; event records: 3 years; website logs: 12 months; audit logs: 2 years, unless law requires otherwise.

14. Rights of Members

Members may request access, correction, restriction, deletion where lawful, withdraw consent where applicable and lodge complaints regarding misuse of personal data.

15. Data Breach Management

Suspected breaches shall be reported immediately, investigated, documented, contained and, where required, communicated to affected individuals and regulators.

16. Roles & Responsibilities

Executive Committee oversees compliance; Chairman provides governance; Secretary maintains records; Treasurer safeguards financial information; District and Zone leaders protect information within their authority; System Administrators maintain technical security; Members safeguard their credentials.

17. Policy Review

Reviewed every two years or earlier following legal, technological or operational changes.

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Contact

PCMF Kariobangi South Parish
System Administrator
Email: pcmf@pceakariobangisouth.org
Telephone: 0710657770