Contact Details and Communication
St Columba's holds contact details on Elvanto so that the church leadership can get in touch with you. Possible reasons for this include but are not limited to City Groups, Kids' Church/Creche (if applicable), information about specific events (e.g a conference) or communication related to serving on a rota (e.g. catering). If you have opted in to using and appearing in the congregational directory, anyone else in the directory can also view those contact details which you have made public. You can change the details which are visible to others at any time by logging in to your account. Please be assured that if you do not have a log-in for Elvanto any contact details we have for you are not visible to anyone except the church leadership. If you have opted in to our in-house text service your name and mobile phone number are also stored there, and can be accessed by a limited number of the church leadership/staff. We use our text service to allow you to sign up to events and to communicate urgent information instantly. The most recent example of this was a prayer meeting cancelled due to adverse weather conditions.

Safeguarding
Both the Free Church of Scotland and St Columba's are legally required to keep an up-to-date record of those in our congregation who volunteer or work with children or vulnerable adults. This list is kept on Elvanto and is managed by the Safeguarding Co-ordinator(s). It is available to the Elders and Deacons, and may also be shared with the Kids' Church Co-ordinator and Creche Co-ordinator. If you are a member of the PVG Scheme through St Columba's your name is included on this list. We are also required by law to keep a record of the Kids' Church and Creche rotas, and which children attended on which dates, for Safeguarding purposes.

Membership and Baptism
If you are a member of St Columba's, your name and address appear on our Communicant Members Roll. This is shared with the Free Church of Scotland. If you or your child have been baptised at St Columba's a record of this is also kept and may be shared with the Free Church of Scotland.

Donations and Gift Aid
If you give to the church in a way which is not anonymous (including but not limited to by BACS, standing order, weekly envelope, cheque or Stripe) your name and donation(s) amounts will be securely stored on our Finance Software, which is accessible to the Treasurer(s). Depending on the method of donation it may also be held in paper form in securely locked storage within the church. If you have completed a Gift Aid declaration then your name, address and amounts of Gift Aid-eligible givings must also be shared with the Free Church of Scotland, who submit Gift Aid claims on our behalf; and HMRC, from whom our Gift Aid payments are received. Our auditor can also access this information while carrying out our annual financial audit (a legal requirement).

Volunteers and Employees
If you serve on any of our rotas we will also have a record of the fact that you do so and your name will appear on the rota(s). This will be visible on Elvanto to the church leadership and anyone else who serves on a rota at St Columba's. Rotas can only be viewed when individuals are logged in to Elvanto. This information (like all the information described in this form) is not available publicly. 
Employees' details (the information on your New Employee Form) are shared with the Free Church of Scotland, who administer payroll on our behalf. Staff contracts are securely stored locally and can be accessed only by the Administrator. 

Events
From time to time we run events or meals at St Columba's which require prior sign-up. Examples of this include but are not limited to Connect Meals, Women of the Word events and Men's Curry Nights. A record of expected attendees will be kept prior to the event to enable adequate preparation, and afterwards a record may be kept of attendees to aid planning for future events.

Children
We keep a record of the names of the children who are in each Kids' Church class and Creche to enable us to plan, prepare and "staff" (with volunteers!) the relevant groups adequately. We are also legally required for Safeguarding purposes, as already mentioned above, to record children's attendance at Kids' Church or Creche. We keep a record of the dates of birth of those children whose parents have specifically provided us with this so that we are better able to plan and resource our children's ministry as the church continues to grow. We also use the list of children to ensure that no-one misses out on a gift during our annual Family Service.