We believe that effective communication is essential for churches to maintain strong connections with their congregation and volunteers. It is one of the foundations of building a strong, healthy and growing community within your church.
WhatsApp, known for its user-friendly interface, widespread adoption and free price, often seems ideal for churches. However, when managing personal data and ensuring the safety of all members (especially vulnerable individuals), churches must navigate the strict requirements of the GDPR (General Data Protection Regulation). This post will explore how churches can use WhatsApp while staying compliant and safeguarding their community and why Joyned might be an even better alternative.
Understanding the Role of Data Controller
When a church sets up a WhatsApp group, it becomes a data controller under GDPR. This responsibility means the church must carefully manage how personal data is processed within the group. Given that membership in a church group can reveal religious beliefs, this data is classified as "special category personal data" under GDPR, necessitating extra caution and stringent safeguards.
Steps to Stay Compliant and Ensure Safety
- Obtain Explicit Consent: Before adding anyone to a WhatsApp group, obtain and document explicit consent. Clearly inform individuals about why their data is being collected, how it will be used, and who will have access. Written consent forms are reliable for documenting this consent and ensuring transparency.
- Limit Data Sharing: Be mindful of what is shared within the group. Avoid discussing sensitive or personal details that aren't necessary for the group's purpose. This helps with GDPR compliance and minimises the risk of misuse of personal information.
- Regularly Review Group Membership: Review and update group memberships regularly. Only include those who need access to the group and promptly remove anyone who no longer requires access. This reduces the risk of unauthorised data access and enhances safeguarding.
- Educate and Train: Regularly train church leaders, volunteers, and group members on GDPR compliance and safeguarding best practices. Training should cover handling personal data responsibly and the importance of protecting all members, especially vulnerable individuals.
Safeguarding Concerns with WhatsApp
While it is possible to use WhatsApp and stay GDPR compliant, it is essential to recognise its limitations. WhatsApp groups allow all members to see each other's phone numbers, which can raise privacy and safety concerns. For instance, children and vulnerable adults could be at risk if their contact details become accessible to individuals they don't know. Moreover, WhatsApp's control over user data and metadata collection practices might not fully align with a church's safeguarding policies.
Why Joyned is a Safer Alternative
For churches committed to ensuring the highest level of data protection and safeguarding, Joyned offers a more suitable solution tailored to these needs. Joyned is designed with churches' specific requirements in mind, providing features that enhance both GDPR compliance and safeguarding.
- GDPR Compliance & Data Security: Joyned is built around GDPR principles and offers stringent data security measures. Churches retain complete control over their data, ensuring that personal information is protected and the risk of unauthorised access minimised.
- Enhanced Safeguarding Features: Joyned prioritises safety with built-in blocking and reporting features. If users encounter inappropriate behaviour or content, they can easily report it, alerting church administrators to take immediate action. This proactive approach helps ensure untoward activities are quickly addressed, maintaining a safe environment for all members.
- Protection for Young People: Joyned's safeguarding features make it particularly suitable for youth groups. The platform's ability to block unwanted contacts and report concerns provides an added layer of protection for young people. This means youth group leaders can facilitate safe and secure communication, knowing measures are in place to protect their younger members.
- Temporary Groups and Controlled Access: Joyned's temporary group functionality automatically deletes groups after their purpose is fulfilled, keeping communications relevant and reducing the risk of data exposure. Customisable permission settings also allow churches to control what users can do within the app, enhancing overall safety.
- Seamless Integration and Data Ownership: Joyned integrates seamlessly with existing church management systems like ChurchSuite and Planning Center, ensuring a smooth transition and consistent data management. The platform ensures churches retain full data ownership, which is critical for both compliance and safeguarding.
Peace of Mind for Churches
While WhatsApp can be used by churches to communicate under GDPR, diligent management is required to ensure compliance and safeguarding. Joyned, however, offers a dedicated solution that simplifies GDPR compliance and prioritises the safety of all community members. By choosing Joyned, churches can confidently communicate, knowing they are protecting their congregation's data and ensuring a safe environment for everyone involved.
In a world where church data protection and safeguarding are more important than ever, Joyned provides the peace of mind churches need to focus on what truly matters—building a strong, connected, safe community.
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