PERSONAL INFORMATION

PRIVACY NOTICE

Word of Life Bermuda

1. Who We Are

The primary mission of Word of Life Bermuda (“WOL,” “us” or “we”) is the evangelization and discipleship of youth through various means consistent with the Holy Scriptures to strengthen and build up the church of Jesus Christ.

Our goal is not only to provide a quality discipleship program, but also leadership training. Word of Life missionaries work closely with local church pastors, youth pastors, and lay leaders to provide leadership training throughout the year. This is done through orientation classes, planning sessions, training seminars, and periodic club visits.

We achieve this in the following ways:

Local church and school clubs, evangelistic events and camping where youth can attend to enjoy games, food but most importantly hear the gospel message.

WOL uses personal information to conduct these events.  We are committed to protecting the confidentiality and privacy of personal information entrusted to us.This Privacy notice is provided to help you understand how we collect, store, use, share, protect and otherwise deal with your personal information.

2. Personal Information – what is it?

Personal information relates to that information necessary to identify an individual registered in one of our programs (for example, name, photograph, address, telephone numbers, email address and date of birth). In Bermuda, the processing of personal information is regulated by the Personal Information Protection Act 2016 (“PIPA”).

3. What Personal Information does WOL collect about you?

We process some of the following where necessary to perform WOL’s mission:

• Contact Information, including Parental Contact information, such as telephone numbers, mailing address, email address;
• Image Data, such as photographs or videos;
• Financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers;
• Identity Information such as name, username or similar identifier, title, and date of birth;
• Communications data, such as your preferences in receiving information from us about WOL events or ministry and other WOL updates;
• Employment data, including employment history, training records, pension information, insurance, details about next of kin and other details relating to your employment;
• Sensitive Personal Information such as information relating to gender, marital status, family composition, dependants, health, and religious beliefs.

NOTE: The information WOL processes may constitute ‘sensitive personal information’ (as defined in PIPA).  Sensitive personal information will only be processed with your explicit consent or if there is another legal basis for processing. (See paragraph 6 of this Notice).

4. Children’s Information

All personal information regarding children under the age of 17 is held by WOL with the consent of a parent or guardian. This personal information enables us to tailor our children’s ministry content to different age groups while ensuring that we maintain a high standard of safety. Any sensitive personal information, such as allergies or medications, is held to help us keep children safe. Only those who require access to this information are authorized to view it.

5. Where do we obtain your personal information?

We collect your personal information from the following sources:

• Completed paper forms: You provide it to us by completion of consent forms, event applications, and the like.
• Correspondence: We collect information when you correspond with us by phone, e-mail or otherwise.
• Online Forms: We collect information through our website, applications, social media pages, when you complete contact forms, or register for events and activities.
• Cookies: WOL does not use cookies, however, social media sites such as Facebook and Twitter have their own cookies which are controlled by them.
• Third Parties: We may receive personal information about you from others such as your family members.

6. How does WOL use your personal information? What are the purposes for which we use your Personal Information?

Word of Life Bermuda complies with obligations under PIPA by keeping personal information as up to date as possible, by storing and destroying it securely, by not collecting or retaining excessive amounts of data, by protecting personal information from loss, misuse, and unauthorized access and disclosure and by ensuring that appropriate technical measures are in place to protect your information. In performing its mission, WOL may use your personal information for some or all the following purposes:

• To inform you of news, events, and activities that WOL holds
• To send you communications which you have requested and that may be of interest to you;
• To process applications for scholarships, camps, and events
• To administer and manage WOL’s employees and volunteers
• To maintain our own financial accounts and records, including recording donations.

7. What is the Legal Basis for Processing Your Personal Information?

We will only use your personal information where we have a legal ground to do so. We therefore rely on one of the following to process your personal information:

• Consent – you have provided us with permission to use your information. We will make it clear when we ask for consent and explain how to go about withdrawing your consent.
• Contract – we need to process your information as part of a contract.
• Vital interest – we need to process your information to protect your life or that of another person in an emergency.
• Safeguarding – we need to perform a task in the interest of a child or in the public interest.
• Employment/Volunteer – information is processed in the context of a present, past or potential employment/volunteer relationship with WOL.

8.Sharing your personal information

Your personal information will be treated as strictly confidential and will only be shared with persons associated with WOL on a ‘need-to-know’ basis to conduct a particular purpose. For example, sensitive personal information such as allergies will be shared only as necessary to safeguard individuals attending our events. Otherwise, WOL will only share your information with third parties outside of our organisation with your consent unless required to comply with a legal obligation or if requested by government or law enforcement authorities.

9. How long do we keep your personal information?

In general, WOL will endeavour to keep information only for as long as we need it, unless we are required to keep it for legal, accounting or tax reasons. This may mean we have to keep some of your records for an extended time, or permanently in specific circumstances. For example, it is current best practice to keep financial records for a minimum period of seven years, while records like counselling are required to be permanent in certain cases. When we no longer need or are not required to keep your information, we will securely delete and / or destroy your information.

10. Data Security

We implement reasonable and appropriate security measures against unlawful or unauthorized processing of personal information and against the accidental loss of, or damage to, personal information. For example, all personal information in electronic form is stored on secure servers with appropriate passwords. Additionally, we will not disclose any information about you to anyone outside of WOL. All staff and volunteers who have access to personal information are required to adhere to WOL’s Privacy Policy.

11. Your rights and your personal information

You have the right to request to view the personal information which Word of Life holds about you;

1. request the names or types of persons to whom your personal information is disclosed.
2. request to update any incorrect or inaccurate information we have about you;
3. request the purpose(s) for which WOL is using your information;
4. restrict or object to us processing your information, in certain circumstances;
5. request to have us delete information we have about you, in certain circumstances;
6.  If you have provided consent, the right to withdraw your consent to the processing at any time.

When exercising any of the rights listed above, in order to process your request, we will need to verify your identity for your security. We will respond to your request within 45 days of receiving a valid request, unless we have reason to, and can lawfully extend the timescale. This can be extended up to a further 30 days in certain circumstances.

12. Further processing or change of purpose

We will only use your personal information for the purposes for which we collected it. If we wish to use your personal information for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing. Whenever necessary, we will seek your prior consent to the new processing.

13. Contact Details

If you have any concerns or questions about how Word of Life manages your personal information, or would like to withdraw a previous consent to the use of your personal information, please contact us by:

• Emailing gailcorreia@wol.org  Subject Line: Attention Privacy Officer.
• Writing to The Privacy Officer, Word of Life Bermuda, P. O. Box SN 438, Southampton SNBX.

14.Changes to our Privacy Notice

This Privacy Notice was last updated on 31 January 2025.  We may change this Privacy Notice from time to time and encourage you to periodically review for the latest information.