Privacy Policy
Purpose of this Privacy Policy
Hope Church Wellingborough Elim is a data controller of your personal data and this policy explains what personal information we collect and process. Your rights in relation to your personal data are also explained in this notice. If you have any queries about this Privacy Policy or how we use your personal information, please scroll down this page for our contact details.
Who does this Policy apply to?
This privacy policy applies to you if you attend Hope Church Wellingborough Elim, request support from Hope Church Wellingborough Elim or access Hope Church Wellingborough Elim’s website.
Personal data we process:
We may process the following information about you (non-exhaustive list):
your name and address
your mobile phone number
your email address
your marital status
your age and gender
information about your family
your education and employment
your role(s) within the church (if appropriate)
attendance at meetings, events and training
the result of a DBS check
information about your use of the Services (e.g. when you have logged in, what pages you visited)
information we collect and record as part of pastoral care (this will include anything
you tell us unless you tell us not to record it)
payment details when booking events
donations to the church
Any teams or groups you are involved with
When you are unavailable for serving on rota
Dates and times that you are on a rota
We may also collect, store and use the following “special categories” of sensitive personal information
(if you give us this information)
Information about your health, including any mental or physical conditions that you notify us about:
Your religious beliefs
Your racial origin
Your sexual orientation
Any criminal record
How we obtain your personal data:
Directly from you when:
you attend church and speak to us in person.
You might also fill in one of our forms - paper or online.
you sign up to certain events or activities that require registration
you make donations by completing gift card declarations, card payments -
Hope Church does not hold any credit or debit card details for donations/payments. Any donation or payment made through an online service such as through your online/banking app or our third-party sites such as Eventbrite are handled by the service providers and encrypt card information.
Automatically when:
you use our web services via the use of cookies (see cookie policy for more info)
How we use your personal data:
Carry out day-to-day administration of the church e.g. pastoral care, including calls and visits, coordinating team rotas, keeping financial records for audit and tax purposes.
Making contact with you to keep you informed of church activities and resources.
Statistical analysis; gaining a better understanding of church demographics.
N.B. although collated church data may be passed to a third party, such as number of
small groups or small group’s attendance, no personal data will be disclosed.
Our legal bases for processing your personal data:
The UK GDPR provides a number of legal bases (legal reasons) for processing personal
data. The ones we use are listed below:
1) Where it is necessary for our legitimate interests
The GDPR specifically states that a church may use legitimate interests to process personal information relating to its members to administer your membership to the church. We consider that this is the most appropriate condition for us to administer your membership of our church as you would reasonably expect that we would have to process your personal
information in order to provide you with membership of our church and so you can take full advantage of all our services.
We have put safeguards into place to ensure that your personal information is protected and that your fundamental rights and freedoms are not overridden. Examples of how we may use your information for administration purposes:
a) to set up your iKnow church account
b) so that we can keep a record of your attendance at church, bible classes and at other events and meetings
c) to provide you with pastoral care and other support that you have requested and we believe would be helpful to you
d) to organise volunteers and put together rotas
2) Where you have consented to us using your personal information
Examples of how we may use your information with consent
We may also ask for consent where you have given us information as part of our pastoral care
and asked us to use it for a certain purpose.
3) Where we need to perform the contract we have entered into with you
Examples of how we may use your information in order to comply with a contract that we have entered into with you:
a) to buy tickets for events
b) to administer the Services (such as troubleshooting, data analysis, research)
c) to tell you about changes to our website, software or Services that will affect your use of iKnow church
4) Where we need to comply with a legal obligation
Examples of how we may use your information to fulfil a legal obligation
a) keeping records for gift aid purposes
b) to prevent and detect fraud
c) to protect children and vulnerable adult
d) to get your feedback on the Services
Information about children
Whilst information relating to children is not considered to be special category information, it is information that is given specific protection. Where the child is under the age of 13 we will always ask for the consent of parents before allowing the child to set up an account in iKnow church and ensure that the parents are able to access and administer the account.
Where a child is 13 or over then we will permit the child to have their own iKnow church account, but we may (if we believe it to be appropriate in the circumstances) inform the parents. We will tell the child at the time of signing up that we may inform their parents and we will only do this where it is appropriate and lawful to do so.
Sharing your personal data:
We may share your information with certain third parties including:
a) With other members of our church so that they can provide you with support and pray for you
b) Other churches – if you request us to pass on your information either to them or from them (if you move)
c) Support services and benefits providers (e.g. local authorities, your doctor)
d) Our suppliers for the performance of any contract we enter into with them or you
e) Our software providers who need to see your information in order to keep our website up and running
f) Analytics and search engine providers who analyse information about your use of our website
and help us to tailor the product and offers that we offer to you and other users
We may also disclose your personal information to third parties:
If we are required by law, or in order to enforce or apply our terms of use.
This includes exchanging information with other organisations such as law enforcement agencies.
How we store your personal data:
The security of your personal information is important to us.
We use appropriate technical and organisational measures to safeguard personal
information and encryption technology where appropriate to enhance privacy and help
prevent information security breaches.
Any personal information that we provide to you will be held within the EEA.
All third parties who provide services to us or our software provider are required to sign a contract requiring them to have appropriate technical, administrative and physical procedures in place to ensure that your information is protected against loss or misuse.
All information you provide to us is stored on our secure servers or on secure servers operated by a third party. Information on our third-party providers can be found above.
Retention of information
We only hold your personal information for as long as necessary for the purposes for which we collected your information.
We have a retention policy which lays down timescales for the retention of information.
Please click this link to read our retention policy.
We have set these timescales in accordance with any applicable legislation and where none exists, then we will keep your information for the duration of any contract that you have entered into with us and then for a period of
7 years after which time it will be deleted.
Your Rights
Your right to be informed:
You have the right to know what personal information we have about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use this Privacy Policy to explain this.
Your right of access:
You have the right to ask us for copies of your personal information.
Your right to rectification:
You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation,
or to you, in certain circumstances.
Your right not to be subject to automated decision-making
We do not use automated decision-making.
You are not required to pay any charge for exercising your rights
If you make a request, we have one month to respond to you. Please scroll down to our contact details if you wish to make a request via our Data Protection Lead.
Complaints
If you make a GDPR request to us and you are unhappy with the response, or if you have a data protection related complaint you can ask for this to be reviewed under our internal complaints procedure. Our internal complaints procedure allows your request to be reviewed by our Safeguarding Coordinator - Julie Lee (JulieLHope@outlook.com)
Our team will try our best to resolve the issue satisfactorily.
If you have been through the internal complaints procedure and are still not happy with the result, then you have the right to complain to the Information Commissioner’s Office. They can be contacted as follows:
Website: www.ico.org.uk
Telephone: 03031231113
Address:
Information Commissioners Office
Wycliffe House, Water Lane, Wilmslow
Cheshire, SK9 5AF
Changes to our Privacy Policy
We review our Privacy Policy on a frequent basis to check that it accurately reflects how we deal with your information and may amend it if necessary. You should check this page regularly to see the most up to date information. This Privacy Policy was last updated in November 2024.
We welcome questions, comments and requests regarding this Privacy Policy which can be sent
to us via this link.
Our Contact Details
Address
Hope Church
Guillemot Ln
Wellingborough
Northamptonshire
NN8 4UH
Phone
01933 763 882
Our Data Protection Lead
William Sam-Aggrey