This is a summary of how we process and store your information in line with the General Data Protection Regulation (GDPR). We are committed to GDPR compliance and value the information you share with us, therefore we will endeavour to keep your information up-to-date, to store and destroy it securely, to protect it from loss, misuse, unauthorised access and disclosure. We will not collect or retain excessive amounts of data and will ensure that appropriate operational and technical measures are in place to protect the information we hold. We review our privacy policies and may update this notice periodically; the most recent copy can be found on the Kings website. If we make any significant changes this will be communicated on our website or via ChurchSuite; by continuing to use these, you will be deemed to have accepted these changes.
WHO WE ARE
The Frontiers Charitable Trust and Kings Centre (Eastbourne) Ltd, hereafter known as Kings, is a member of the Evangelical Alliance, and is part of newfrontiers / New Ground sphere of churches.
Our principle address is 27 Edison Road, Eastbourne, BN23 6PT
Registered charity number is 1065086
Registered company number is 3404789
VAT registered number 803770735
Our Information and Privacy Co-Ordinator is David Gamester, if you have any concerns regarding the contents of this notice or require further information please contact email@example.com or if the matter is of an urgent matter please call 01323 521125.
THE INFORMATION WE USE
We may collect several types of personal information, such as;
- basic personal information, including full name and contact details;
- demographical information (such as gender, age, date of birth, nationality, dependants, marital status, hobbies etc);
- financial information, including reason and amount of any donations, account details (including sort code and account number when paying directly to our bank account), card number (where provided) and your gift aid declaration;
- information concerning your involvement with Kings (such as site preference, serving groups, group and course attendance, date of membership, any goods and services you may have used / requested etc);
- information regarding any previous churches you may have attended;
- information concerning your DBS application (to safeguard any children or vulnerable adults attending groups and services where you serve);
- visual images, videos and personal appearance (such as copies of passports, CCTV images and ChurchSuite);
- for those employed by Kings, employment information, (such as NI number, tax code, student loan payments, pension contributions);
- online profile and social media information and activity, based on your interaction with us, our website and applications, including ChurchSuite for example your login information, Internet Protocol (IP) address, smart device information, location coordinates, searches, and site visits;
The GDPR recognises some information as ‘sensitive personal data’. The information we process may constitute ‘sensitive personal data’ because, as a church, the fact that we hold your information may be suggestive of your religious beliefs.
Other ‘sensitive personal data’ includes (but is not limited to) racial or ethnic origin, sex life, mental and physical health, details of injuries or medial treatment received, data concerning sexual orientation, children’s data and criminal records, fines and other judicial records. If you provide any ‘sensitive personal data’ we will ensure that it is processed in accordance with the GDPR guidelines, and only for the purposes for which it was provided.
WHY WE USE THIS INFORMATION
We use your information so that we can best serve you and the community. Your information may be used in several ways, such as;
- to enable us to meet our legal and statutory obligations;
- to communicate or deliver the church’s mission to our community (such as our termly magazine);
- to maintain our list / database of church members, regular attendees and community users;
- to inform you of upcoming activities, events or unforeseen changes (direct marketing, subject to your chosen communication preferences);
- to connect or allow church members to contact one another (subject to their chosen communication preferences)
- to monitor individuals’ attendance or their progression through our membership track;
- provide pastoral support for members and others connected with our church;
- to oversee our groups, courses, services and events;
- to allocate serving rotas and communicate upcoming shifts to team members;
- to provide services to the community, for example,
- Focus Parent and Toddler Group;
- Kidz clubs;
- Youth groups and events;
- Strand academy;
- Termly groups programme;
- Events (such as our Grandparents days);
- Courses (such as Alpha);
- to carry out comprehensive safeguarding procedures (including due dalliance and complaints handling) in accordance with best safeguarding practice, with the aim of ensuring that all children, young people and adults at risk are provided with safe environments;
- recruit, support and manage staff, trainees and volunteers;
- to oversee several training programmes (such as Impact, Think and Leadership Training)
- produce reports and statistical data regarding church life, impact and growth;
- maintain our financial accounts and records;
- to process any payments or donations you make, including claiming Gift Aid as appropriate;
- to make a payment to you;
- to promote our goods and services;
- to maintain the security of property and premises;
- respond effectively to enquirers and handle any complaints appropriately;
- to operate the Kings Church website;
- to promote events (visuals, where appropriate consent has been obtained)
- to contact you about any children or young people in your care and their involvement in our children’s and youth work.
WHERE WE OBTAIN THE INFORMATION FROM
We collect personal information directly from you when you (but not limited to);
- use or updating ChurchSuite;
- complete manual or online forms (such as a Connect card or Strand Academy application form);
- contact us via telephone, email or in person;
- when you visit info point;
- sign up to attend a group, course or event;
- make an online payment;
- sign up to be a volunteer
- complete a giving instruction or Gift Aid Declaration;
- make an application to work at Kings;
- engage with our safeguarding procedure;
- when you support a project (such as Inkosi);
- when you attend or put your name on a waiting list for one of our outreach projects (such as Focus or Unit27);
- Information we may learn through our relationship with you, such as your interests, group choices etc; or
- anytime you provide us with personal information.
We may also collect information from other sources, such as;
- third parties who provide services to you or us (PayPal, Stripe), our bank (if you give directly to our accounts), home office or other government bodies (when you have submitted a DBS application or similar);
- Information that we may gather from the technology you use to access our services, website and ChurchSuite, such as your IP address or location data from your mobile phone;
- Information that we may gather from publicly available sources, such as the press, electoral register, company registers and online search engines;
WHO WE WILL SHARE YOUR INFORMATION WITH
We look to keep your information as secure as possible, however to undertake some of our processes or to comply with our legal obligations we may have to share certain information with third party organisations (data processors). If this is the case we limit the information we share to that which is required to undertake the task for which they were appointed, or that is required by law. Where we have appointed a data processor we will have confidentiality agreements in place that restrict the use of your information and ensure that they comply with GDPR. We do not sell on your information.
Information may be shared with (but not limited to);
- other Kings members, attendees or community users (such as, contact details in our termly magazine, or via ChurchSuite and our manual address book – where you have selected the relevant permissions);
- event or training organisations (such as newday, New Ground or educational establishments if undertaking an apprenticeship)
- statutory bodies and organisations (such as the Home Office for DBS checks, HMRC when claiming gift aid);
- payment processor (such as banks, when we need to make a payment to you);
- postal services (should we need to send you a letter);
- IT software and security contactors (to maintain, secure and develop our software and servers);
- professional services or appointed data processors (such as our auditors for the purpose of annual accounts and ChurchSuite);
- when we are required to by law, government entities, tax authorities or regulatory bodies;
OUR LEGAL BASIS FOR PROCESSING YOUR INFORMATION
There are several legal basis for processing your information, in the main Kings will process your personal information on the basis of consent. This means you will be asked to consent to us using and processing your personal information as detailed above, or to provide additional consent for a specific purpose if it falls out of our normal remit of work.
Other processing based on legitimate interest may be necessary to carry out our obligations under employment, social security or social protection law, or a collective agreement.
Legitimate interest is also the basis for our processing relating to attendees / former attendees and for claiming back tax under the governments Gift Aid scheme as we are a not-for-profit body with religious aims.
If we wish to use your information for a new ongoing purpose, not covered by this policy, then we will provide you with a new privacy notice, explaining the changes, prior to processing your information.
WHERE WE STORE YOUR INFORMATION
We have taken appropriate operational and technical measures to ensure your information is secure. All information is stored within the EU, or on systems complying with measures giving equivalent protections of personal rights through international agreements or contracts approved by the European Union*. Your information will only be processed by appropriately trained staff, volunteers and appointed data processors. We store information in several ways, such as;
- paper files;
- Kings chosen database (ChurchSuite)
- Kings server (such as work completed on Microsoft office suite, including Outlook)
- Google forms / doc*
- Kings chosen accounting software (QuickBooks)
Our website is accessible from overseas so on occasion some personal data (images etc) may be accessed from outside the EU.
We have additional measures in place where personal information concerns a child or young adults under the age of 18.
OTHER WEBSITES AND SOCIAL MEDIA
The Kings website may provide links to other sites, this privacy notice only applies to Kings website and therefore if you select a link we would encourage you to read their privacy notice or policy.
Kings uses ChurchSuite to advertise upcoming events and communicate news, changes or rotas directly to its members, attendees and community users. Therefore, you do not need access to social media or messaging groups such as Facebook or WhatsApp to partake in church life. We do utilise social media to communicate with the wider community and if you choose to communicate in this way your personal information would fall under their privacy notice.
HOW LONG WILL WE STORE YOUR INFORMATION
We will keep your information only as long as we need to.
For most records this will include the period you are waiting to access services, are attending services or are a member of Kings, and then for a maximum of 2 years following your last interaction with Kings.
However, we are required to retain some records for an extended period of time including (but not limited to) financial transactions, employment records and information regarding safeguarding, in these cases we will retain records in accordance with the current UK legislation or guidelines.
All information following this time will be deleted (if electronic record) or securely disposed of (if paper record).
HOW CAN YOU UPDATE YOUR INFORMATION OR WITHDRAW YOUR CONSENT
We use ChurchSuite as our principle place to store information. If you use ChurchSuite you can manage your own account to ensure;
- the information we hold is accurate and up-to-date;
- to change your login details;
- to manage your privacy settings;
- to manage your communication settings;
You can do this by logging on to MyChurchSuite, selecting ‘My Details’ and then choosing the relevant tab.
If you wish to update any other information, including financial information we may have, or you wish to withdraw your consent please email firstname.lastname@example.org
If you withdraw your consent, Kings will aim to deleted (if electronic record) or securely disposed of (if paper record) your information within 72 hours, or within a maximum of 1 month from the date of your request. If for any reason this is not possible you will be informed in writing.
YOUR RIGHTS AS A ‘DATA SUBJECT’
You have several rights over the information we hold on you, such as;
- right to access the information we hold;
You may request a copy of the personal information we hold on you, and information concerning why we use it, where we obtained it from and who we share it with. Your first request is free of charge, any future requests may incur a charge.
- right of to have your information erased;
You may request that we delete your personal information. We will respond within one month confirming if this has been possible and if not the reason why it has not been deleted.
- right of rectify your information;
You may update, or request your information to be updated, if you believe it is inaccurate.
- right to restrict processing;
You have the right to request that we restrict processing if there is a disagreement about its accuracy or legitimate use.
- right to object;
You have the right to request that we stop processing your data, unless we can demonstrate compelling and legitimate grounds for processing, which may override your own personal interests.
- right to data portability;
If you provide personal information, by completely automated / electronic means, for the purpose of providing us with your consent for processing information or in order to enter into a contract with us, you have the right to have a copy of the information provided to you in a portable format.
- rights related to automated decision-making;
You have the right not to be subject to a decision based solely on automated processing of your personal information.