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 your 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 your 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 their personal contact details (name, address, contact phone numbers, and email only) 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 you have enabled access to. 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 email requesting replies to "just me" and not have their email address disclosed. 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

My Groups contains the information of any small groups of which you are a member. Here your contact information (name, address, email, mobile and telephone numbers) will be visible as part of the group member list that other group members and leaders can view.

My Rotas

My Rotas allows you to quickly and easily view the rotas that you are due to serve on. Here your contact information (name, address, email, mobile and telephone numbers) will be visible to fellow rota members and ministry overseers on each of the rotas that you serve on, along with those of anyone else who serves as part of that rota.

In this section you 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", each person’s contact details (name, address, email, mobile and telephone numbers) are visible, along with any contact photo of the person. Clicking on the person’s name will open a page which will contain all of these contact details, along with an embedded map of their address (if their address is visible).

Adjusting your 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 (if any) is visible to other church members within My ChurchSuite. Importantly, no child contact information will ever be disclosed.

Head to the My Details section in My ChurchSuite to locate your privacy details. Click the 'Edit my details' button to the right of the My Details section.

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 takes you to the Details page, where you can manage and update your personal information (i.e. your name, phone numbers, address, etc).

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

The Forget me option can be used to invoke the right to be forgotten, triggering a notification to the church's Data Protection contact. Once invoked, the person is immediately logged out of My ChurchSuite and future logins are prevented, their privacy settings will all be turned off so that they are no longer visible to others in My ChurchSuite, and their communication preferences will all be opted out so that they no longer receive communications from your church sent through ChurchSuite. The church's Data Protection contact should then follow their internal processes for removing the person's personal data in ChurchSuite and any other systems they use.

Remember to save your changes before navigating away from the page.

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