From the 1st of October 2024 all our policies will be administered by the Orkney wide Kirk Session
East Mainland Church Privacy Policy - up to end of September 2024 -
This Privacy Policy covers the way in which the congregation of East Mainland Church, Orkney, will use and disclose personal information that members, employees, volunteers, donors and other associates may provide us with.
Personal information includes any information that identifies you personally, such as your name, address, email address or telephone number.
The congregation recognises the importance of your privacy and personal information, and we have therefore outlined below how the congregation collects, uses, discloses, and protects this information. We are registered with the Information Commissioner through the umbrella registration of Orkney Presbytery and strive to comply fully with data protection law.
How We Collect Information
The congregation receives and stores personal information provided by members, employees, volunteers, donors and other associates. This information can be supplied to us:
How We Use Information
We may use the information we collect:
Disclosure of Information
The congregation may require to share personal information held for a number of reasons, including to provide pastoral or other assistance, process donations or carry out any other contractual obligations. This data may be disclosed to:
The congregation may also need to disclose your information if required to do so by law.
Your Consent
By providing us with your personal data, including sensitive personal data such as your health, you consent to the collection and use of any information you provide in accordance with the above purposes and this privacy statement.
Storage and Security of Personal Information
The congregation, via its office bearers and employees, will use all reasonable endeavours to ensure that personal information is held in a secure and confidential environment and when the information is no longer needed, it will be destroyed or permanently rendered anonymous.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee of £10 may be payable. If you would like a copy of the information held on you, please contact the Parish Minister.
If you believe that any information we are holding on you is incorrect or incomplete, please write as soon as possible to the address below*. Any information found to be incorrect will be corrected as quickly as possible.
Rev. Christopher Wallace
The Manse,
Holm,
ORKNEY
KW17 2SB
Parish Minister: East Mainland Church of Scotland, Orkney SC019770
East Mainland Whistleblowing Policy - up to the end of September 2024
Purpose and Scope
The congregation is committed to the principles of openness, probity and accountability. In line with that commitment we expect anyone who has a serious concern about any aspect of our congregational life to voice those concerns in good faith and in line with the following procedure without fear of victimisation, subsequent discrimination or disadvantage.
The purpose of this policy is to provide a procedure which enables concerns to be raised if there are reasonable grounds for believing there is serious malpractice occurring or likely to occur. It applies to all employees, contractors, consultants, temporary casual and agency workers within the congregation and the word “employee” is used in this policy to cover all such individuals. It also applies to members and adherents of the congregation. Matters of concern should be raised responsibly through the procedures and guidance as detailed in this policy.
Definition
Whistleblowing is when someone knows, or suspects, that there is some wrongdoing involving illegal and/or underhand practices occurring within the congregation and alerts the right person within the congregation, or the relevant authority, accordingly.
Employees who engage in whistleblowing are, in certain circumstances, protected by the Public Interest Disclosure Act 1998.
General Principles
This policy is designed to deal with concerns raised in relation to the specific issues which are in the public interest and are detailed below), and which fall outside the scope of other procedures (such as a grievance procedure).
The policy does not apply to personal grievances concerning an employee's terms and conditions of employment or other aspects of the working relationship, complaints of bullying or harassment, or disciplinary matters. Such complaints will be dealt with under existing procedures on grievance, bullying and harassment and discipline and misconduct.
The policy deals with specific concerns which are in the public interest in circumstances where an employee or a member/adherent has the reasonable belief:
that a criminal offence has been committed, is being committed, or is likely to be committed (including financial malpractice or acts of bribery);
that a person has failed, is failing, or is likely to fail to comply with a legal obligation to which they are subject;
that the health and safety of any individual has been, is being, or is likely to be endangered;
that the congregation is attempting to suppress or conceal any information relating to any of the above.
If, in the course of investigation, any concern raised in relation to the above matters appears to relate more appropriately to grievance, bullying or harassment, or discipline, those procedures will be invoked. If the matter is of a less serious nature the employee should always talk to his or her line manager in the first instance.
Roles and Responsibilities
Concerns must be raised without malice and in good faith, and the individual must reasonably believe that the information disclosed, and any allegations contained in it, are substantially true. The disclosure must not be made for purposes of personal gain, and in all the circumstances it must be reasonable to make the disclosure.
If an employee knows, or suspects, that some wrongdoing is occurring, he or she should raise the matter immediately with their line manager. If the wrongdoing or suspected wrongdoing involves the employee’s line manager, or if the concern is raised by a member/adherent, the concern should be referred to the Session Clerk of the congregation (or to the minister or Interim Moderator if the disclosure relates to the Session Clerk in any respect). Anyone who is informed of potential wrongdoing must take immediate action to ensure the situation is investigated and dealt with as quickly as possible.
Efforts must be made to maintain the anonymity of the individual who has made the allegation of wrongdoing.
Procedure and Process
Concerns may be raised verbally or in writing and whilst individuals are not expected to prove beyond doubt the truth of an allegation they will be required to demonstrate that there are reasonable grounds for their concern.
It is suggested that individuals making a disclosure should set out (One) the background and history of the concern (including relevant dates); and (Two) the reason they are particularly concerned about the situation.
Wherever possible, within ten working days the person to whom the disclosure is made should write to the employee or to the member/adherent with the following information:
an acknowledgment that the concern has been raised;
an indication of the anticipated method of investigation and resolution if applicable;
an estimation of how long it will take for the individual to be provided with a final response noting that all investigations shall be completed as quickly as may be practicable in the circumstances;
Employees and members/adherents raising concerns under this policy need to be assured that the matter has been properly addressed and so they will be kept informed of procedural progress and the outcome of the investigation. It may not always be appropriate to disclose full detail of any action that is taken, but the employee will be informed if action is taken.
Alerting outside bodies to a potential wrongdoing Employees and members/adherents should always, in the first instance, follow this internal procedure about a potential wrongdoing. If they are not satisfied with the response, they are entitled to contact a relevant external body to express the concerns. In doing this they should:
have a reasonable belief that the allegation is based on correct facts;
not be making any personal gain from the revelations; and
make the disclosure to a relevant body. A relevant body is likely to be a regulatory body, and a list of prescribed relevant bodies is available at: https://www.gov.uk/government/publications/blowing-the-whistle-list-of-prescribed-people-and-bodies--2
Disclosures to OSCR should be made via the Church’s Law Department. If an employee or a member/adherent is dissatisfied with the congregation’s response under this policy and considers that any matter should be reported to OSCR he or she should contact the Law Department at [email protected] in order to take this forward.
Contacting the media
The media is not a relevant external body. Employees and members/adherents should never contact the media with allegations. Employees should be mindful that they must maintain the confidentiality of the employer so far as possible.
Protection against detriment
Any employee who makes a protected disclosure in terms of the Public Interest Disclosure Act 1998 will be protected from any detriment in relation to any allegations that are made. If the employee does not follow the procedure set out above, which encompasses the requirements of the Public Interest Disclosure Act 1998, the protection against detriment may not apply.
Disclosing information in an inappropriate way (e.g. contacting the media or contacting a regulatory body without first raising the matter with the employer as set out in this policy) will constitute gross misconduct and could result in disciplinary action up to and including dismissal being taken against the employee.
Review
This policy will be kept under review by the congregation. Any questions regarding its operation should be directed to the Session Clerk in the first instance.
October 2023
East Mainland Church Privacy Policy - up to end of September 2024 -
This Privacy Policy covers the way in which the congregation of East Mainland Church, Orkney, will use and disclose personal information that members, employees, volunteers, donors and other associates may provide us with.
Personal information includes any information that identifies you personally, such as your name, address, email address or telephone number.
The congregation recognises the importance of your privacy and personal information, and we have therefore outlined below how the congregation collects, uses, discloses, and protects this information. We are registered with the Information Commissioner through the umbrella registration of Orkney Presbytery and strive to comply fully with data protection law.
How We Collect Information
The congregation receives and stores personal information provided by members, employees, volunteers, donors and other associates. This information can be supplied to us:
- in writing or via email, by telephone conversation or on our website (e.g. when an individual is becoming a member); or
- by otherwise associating with the congregation or its organisations (e.g. by enquiring about our work, activities, employment and volunteering opportunities); or
- when donating money to the congregation or its organisations.
How We Use Information
We may use the information we collect:
- in connection with membership records, for pastoral care purposes or in relation to your participation in our activities;
- in order to fulfil individual employment contracts with our employees (e.g. personnel administration) or for agreements with volunteers;
- in order to communicate with you (e.g. by letter, email or telephone), for example, to provide information relating to our work or new developments;
- in order to further our charitable aims, e.g. such as for fundraising activities;
- for internal administration, such as for accounting purposes or for analysing how we may better advance the Kingdom of God.
Disclosure of Information
The congregation may require to share personal information held for a number of reasons, including to provide pastoral or other assistance, process donations or carry out any other contractual obligations. This data may be disclosed to:
- the relevant Presbytery;
- other bodies within the Church of Scotland;
- relevant agents and third parties;
- employees and/or volunteers, including the charity trustees/ office bearers.
The congregation may also need to disclose your information if required to do so by law.
Your Consent
By providing us with your personal data, including sensitive personal data such as your health, you consent to the collection and use of any information you provide in accordance with the above purposes and this privacy statement.
Storage and Security of Personal Information
The congregation, via its office bearers and employees, will use all reasonable endeavours to ensure that personal information is held in a secure and confidential environment and when the information is no longer needed, it will be destroyed or permanently rendered anonymous.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee of £10 may be payable. If you would like a copy of the information held on you, please contact the Parish Minister.
If you believe that any information we are holding on you is incorrect or incomplete, please write as soon as possible to the address below*. Any information found to be incorrect will be corrected as quickly as possible.
Rev. Christopher Wallace
The Manse,
Holm,
ORKNEY
KW17 2SB
Parish Minister: East Mainland Church of Scotland, Orkney SC019770
East Mainland Whistleblowing Policy - up to the end of September 2024
Purpose and Scope
The congregation is committed to the principles of openness, probity and accountability. In line with that commitment we expect anyone who has a serious concern about any aspect of our congregational life to voice those concerns in good faith and in line with the following procedure without fear of victimisation, subsequent discrimination or disadvantage.
The purpose of this policy is to provide a procedure which enables concerns to be raised if there are reasonable grounds for believing there is serious malpractice occurring or likely to occur. It applies to all employees, contractors, consultants, temporary casual and agency workers within the congregation and the word “employee” is used in this policy to cover all such individuals. It also applies to members and adherents of the congregation. Matters of concern should be raised responsibly through the procedures and guidance as detailed in this policy.
Definition
Whistleblowing is when someone knows, or suspects, that there is some wrongdoing involving illegal and/or underhand practices occurring within the congregation and alerts the right person within the congregation, or the relevant authority, accordingly.
Employees who engage in whistleblowing are, in certain circumstances, protected by the Public Interest Disclosure Act 1998.
General Principles
This policy is designed to deal with concerns raised in relation to the specific issues which are in the public interest and are detailed below), and which fall outside the scope of other procedures (such as a grievance procedure).
The policy does not apply to personal grievances concerning an employee's terms and conditions of employment or other aspects of the working relationship, complaints of bullying or harassment, or disciplinary matters. Such complaints will be dealt with under existing procedures on grievance, bullying and harassment and discipline and misconduct.
The policy deals with specific concerns which are in the public interest in circumstances where an employee or a member/adherent has the reasonable belief:
that a criminal offence has been committed, is being committed, or is likely to be committed (including financial malpractice or acts of bribery);
that a person has failed, is failing, or is likely to fail to comply with a legal obligation to which they are subject;
that the health and safety of any individual has been, is being, or is likely to be endangered;
that the congregation is attempting to suppress or conceal any information relating to any of the above.
If, in the course of investigation, any concern raised in relation to the above matters appears to relate more appropriately to grievance, bullying or harassment, or discipline, those procedures will be invoked. If the matter is of a less serious nature the employee should always talk to his or her line manager in the first instance.
Roles and Responsibilities
Concerns must be raised without malice and in good faith, and the individual must reasonably believe that the information disclosed, and any allegations contained in it, are substantially true. The disclosure must not be made for purposes of personal gain, and in all the circumstances it must be reasonable to make the disclosure.
If an employee knows, or suspects, that some wrongdoing is occurring, he or she should raise the matter immediately with their line manager. If the wrongdoing or suspected wrongdoing involves the employee’s line manager, or if the concern is raised by a member/adherent, the concern should be referred to the Session Clerk of the congregation (or to the minister or Interim Moderator if the disclosure relates to the Session Clerk in any respect). Anyone who is informed of potential wrongdoing must take immediate action to ensure the situation is investigated and dealt with as quickly as possible.
Efforts must be made to maintain the anonymity of the individual who has made the allegation of wrongdoing.
Procedure and Process
Concerns may be raised verbally or in writing and whilst individuals are not expected to prove beyond doubt the truth of an allegation they will be required to demonstrate that there are reasonable grounds for their concern.
It is suggested that individuals making a disclosure should set out (One) the background and history of the concern (including relevant dates); and (Two) the reason they are particularly concerned about the situation.
Wherever possible, within ten working days the person to whom the disclosure is made should write to the employee or to the member/adherent with the following information:
an acknowledgment that the concern has been raised;
an indication of the anticipated method of investigation and resolution if applicable;
an estimation of how long it will take for the individual to be provided with a final response noting that all investigations shall be completed as quickly as may be practicable in the circumstances;
Employees and members/adherents raising concerns under this policy need to be assured that the matter has been properly addressed and so they will be kept informed of procedural progress and the outcome of the investigation. It may not always be appropriate to disclose full detail of any action that is taken, but the employee will be informed if action is taken.
Alerting outside bodies to a potential wrongdoing Employees and members/adherents should always, in the first instance, follow this internal procedure about a potential wrongdoing. If they are not satisfied with the response, they are entitled to contact a relevant external body to express the concerns. In doing this they should:
have a reasonable belief that the allegation is based on correct facts;
not be making any personal gain from the revelations; and
make the disclosure to a relevant body. A relevant body is likely to be a regulatory body, and a list of prescribed relevant bodies is available at: https://www.gov.uk/government/publications/blowing-the-whistle-list-of-prescribed-people-and-bodies--2
Disclosures to OSCR should be made via the Church’s Law Department. If an employee or a member/adherent is dissatisfied with the congregation’s response under this policy and considers that any matter should be reported to OSCR he or she should contact the Law Department at [email protected] in order to take this forward.
Contacting the media
The media is not a relevant external body. Employees and members/adherents should never contact the media with allegations. Employees should be mindful that they must maintain the confidentiality of the employer so far as possible.
Protection against detriment
Any employee who makes a protected disclosure in terms of the Public Interest Disclosure Act 1998 will be protected from any detriment in relation to any allegations that are made. If the employee does not follow the procedure set out above, which encompasses the requirements of the Public Interest Disclosure Act 1998, the protection against detriment may not apply.
Disclosing information in an inappropriate way (e.g. contacting the media or contacting a regulatory body without first raising the matter with the employer as set out in this policy) will constitute gross misconduct and could result in disciplinary action up to and including dismissal being taken against the employee.
Review
This policy will be kept under review by the congregation. Any questions regarding its operation should be directed to the Session Clerk in the first instance.
October 2023
