KNOW YOUR RIGHTS


Sample #2: Privacy & Information-Sharing Protocols

Adapted for Episcopal Churches in Massachusetts by Episcopal City Mission, from materials by Capitol Hill Lutheran Church in Des Moines, Iowa.

[Church] respects the privacy and confidentiality of those that attend our worship services or participate in other programming in this building. Accordingly, we do not provide any private information about individuals [without legal counsel present - if you have it]. Additionally, we do not ask visitors about their immigration status.

  1. Staff and volunteers should not share any information about any individual. If ANY person asks:

    1. “Is [name] here right now?”

    2. “Do you know where [name] lives or works?”

    3. “When is [name] likely to be at this location?”

Say, “I’m sorry I cannot help you with that.”

  1. If ANY person asks:

    1. “What services do you provide here?”

    2. “Who usually comes to this ministry?”

    3. “Do you keep records of the people you assist?”

Say, “We welcome everyone to participate in our ministry without discrimination. I’d be happy to share general information about our programs.”

  1. If ANY person asks:

    1. “What would you do if you found out someone here was undocumented?”

    2. “Do you think there are any undocumented people using your services?”

    3. “How do you handle people who don’t have the proper paperwork?”

Say, “We focus on providing services to all without discrimination. We don’t ask about or track immigration status.”

  1. If ANY person asks:

    1. “Can you confirm this name on our list is part of your ministry?”

    2. “We have information that [name] might be here. Do you recognize them?”

    3. “Do you know who drives the [specific car] parked outside?”

Say, “I’m sorry, but it’s our policy not to share that information without authorization.”

  1. If ANY person asks:

    1. “Can you give us a list of people who attended your event?”

    2. “We’d like to see your visitor log to check something.”

    3. “Do you have any records we can review quickly?”

Say, “I’m sorry, but our records are private, and I’m unable to share them without proper authorization.”

[If pressured, direct to legal counsel - only add this to your policy if you have it.]

Conclusion

This policy reflects [Church]’s commitment to creating a welcoming, safe, and respectful environment for all.

For questions or further clarification, please contact [Church Leadership Contact Information].

Approved by: [Vestry/Rector/Leadership Team]
Date of Approval: [Date]