Managing privacy settings in My ChurchSuite

My ChurchSuite is a great way for church members to stay connected. Whether they're looking to swap with someone on your rota, or communicate ahead of a small group meeting - My ChurchSuite makes it quick and easy to look up the contact details of their fellow church members and get in touch with them.

At the same time, we recognise that not everyone may wish for their personal information to be available in this way, which is why My ChurchSuite grants individual church members the ability to personally control which pieces of their contact information are visible to others through the Privacy Settings section.

In this article

Privacy and My Groups
Privacy and My Rotas
Privacy and Search for Others
Adjusting privacy settings

It's important to remember that at no time will any personal contact details or any other personal information be made visible to anyone outside of the church. It is however possible for church members to share some of their personal contact details - name, address, contact phone numbers, and email - with others in the church community who have also been granted access to My ChurchSuite. Personal details such as a person's date of birth, marital status, linked spouse/partner, children are never visible to other church members, only to themselves.

There are three areas within My ChurchSuite in which fellow church members are able to see another person's contact details (name, address, contact phone numbers, and email only); these are: My Groups, My Rotas and Search for Others.

Whether these three sections are all available will depend on the ChurchSuite modules your church uses and which areas of My ChurchSuite have been enabled in the respective module's options. If one of these areas is not accessible it will not appear in the navigation menu of My ChurchSuite.

Note: A rota or [small] group email sent with Send replies just to me will always disclose the sender's email address in the "reply-to" field of the email, so that replies are routed back to just the sender. Irrespective of whether "email is visible in My ChurchSuite" has been set to not be visible - it's not possible to send an anonymous email requesting replies to "just me" and not have the sender's email address disclosed. 

Note: A rota or [small] group email sent with Send replies to me and all other [rota/group] members will disclose the private rota/group email address in the reply-to field of the email so that replies are routed back to all rota/group members without disclosing all the rota/group member email addresses.

My Groups

The My Groups section contains information of small groups that church members belong to. For groups set to be visible in My ChurchSuite, and subject to each group member's privacy settings, their contact information - name, address, email, mobile and telephone numbers - will be visible to fellow group members in the group member list. Only group members, including group leaders can view the member list.

My Rotas

The My Rotas section contains your church's rotas and allows church members to view their upcoming serving commitments and access the rotas they are part of. Subject to each rota member's privacy settings, their contact details - name, address, email, mobile and telephone numbers - will be visible to fellow rota members and ministry overseers on each of the rotas that they serve on.

In this section church members are able to look up the contact details of others in your church; either by scrolling through the list of church members or by typing a name into the search box at the top of the page. 

In Search for others, subject to each person's privacy settings, their contact details - name, address, email, mobile and telephone numbers - are visible in the search results.

Adjusting privacy settings

Church members can manage their own personal Privacy settings in My ChurchSuite, allowing them to choose which elements of their personal contact information - name, email, address, mobile, landline telephone - is visible to other church members within My ChurchSuite. Child contact information is never disclosed - although parents can view and manage information about each of their linked children.

In the My Details section in My ChurchSuite click the 'Edit my details' button to the right of the My Details section. Note that an "opted out" icon ("notification strikethrough" icon) is displayed against each field of contact information that have been opted out in the church member's communication settings - in the example below, the church member has opted out of receiving post. Communication options and Privacy settings are two different features.

Your Home page can only be viewed by you, so even if you set your personal information as being not visible to others in My ChurchSuite, this will always remain visible to you.

Clicking the ‘ Edit my details’ button opens the Details page, where the church member can manage and update their personal information (i.e. name, phone numbers, address, etc).

The Privacy section determines which elements of their contact details are visible to other church members in My ChurchSuite. While the church member is able to view all their own personal details in My ChurchSuite, only their address, telephone, mobile and email may optionally be set visible to others in the church. A link to your church's Privacy Notice is provided (where one has been specified by the church).

Church members can use the Delete account option to request their all their personal data be removed from your ChurchSuite account. This option will only trigger an account deletion request, sent to the church's designated Data Protection contact - no data is deleted at this point. Once invoked, the church members is immediately logged out of My ChurchSuite and future logins are prevented. Additionally, all their privacy settings will all be turned off so that they are no longer visible to others in My ChurchSuite, and their communication options will all be "opted out" so that they no longer receive communications from your church sent through ChurchSuite. The church member remains in the active section of the Address Book. Your church's Data Protection contact can now follow the appropriate internal processes for removing the person's personal data in ChurchSuite.

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