Revelation Family Church
Data Protection and Privacy Notice
Updated September 2018
Revelation Family Church, its projects and services (including City Angels and other community projects and initiatives) uses personal data about living individuals for the purpose of general church and project administration and communication.
The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”) and Revelation Family Church fully endorses and adheres to the eight principles of the GDPR. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. Employees and any others who obtain, handle, process, transport and store personal data for Revelation Family Church must adhere to these principles.
THE PRINCIPLES OF GDPR
The principles require that personal data shall:
- Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
- Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
- Be adequate, relevant and not excessive for those purposes.
- Be accurate and where necessary, kept up to date.
- Not be kept for longer than is necessary for that purpose.
- Be processed in accordance with the data subject’s rights.
- Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures.
- Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
HOW WE COLLECT AND HOLD INFORMATION ABOUT YOU
We collect personal information each time you are in contact with us. For example, when you:
- Visit our website
- Register your details and your family details on a Get Connected card
- Make a donation, by completing a Gift Aid offering envelope or via electronic means
- Register for church events, such as a conference, course or trip
- Provide your contact details, in writing or orally, to church staff or volunteers
- Purchase goods or services, including when you provide credit or debit card details
- Attend church services or participate in other church activities
- Communicate with the church by means such as email, letter or telephone
- Have face to face meetings with staff and volunteers
- Access social media platforms such as Facebook, YouTube, WhatsApp, Twitter and Instagram
Any personal data we hold will be treated as strictly confidential, will be for a specific reason and have a valid lawful basis. We do not hold data on you gathered from other sources and we do not use data to build a profile of you. Here are the most common examples of which lawful basis we use for the types of data we hold:
- Consent – this is when you choose to give us your data for a specific purpose such as receiving promotional emails, taking images or accepting cookies on our website. It may also include device information and IP addresses. This commonly includes your name and email address or other contact details. We may also collect sensitive data such as medical information on children/youth consent forms.
- Contract – this is when you enter into an agreement with us where we provide you with a service. This includes when you sign up for an event, register with our children and youth groups (Spark, Fire, Shockwave, Soulfire and Heatwave Playscheme) and also employment contracts with our staff. Data we hold will be relevant to the contract and might include contact details, date of birth, age, gender, family and next of kin, National Insurance number, DBS check and references, for the purpose of fulfilling the contract.
- Legal Obligation – this is when we hold your data to comply with the law and statutory requirements such as retaining financial transactions, employment, accident and safeguarding records, among others.
- Legitimate Interests – this is when we hold your data to carry out the general purposes of the church. Common examples include communicating with church members, providing services and advice, coordinating volunteers or statistical analysis and reporting. Data might include contact details, date of birth, age, gender, DBS check, attendance information, financial donations and sometimes school. We may also hold certain Special Category Data on individuals such as their religion under the legitimate activities condition (d) in Article 9 of the GDPR.
HOW WE USE YOUR PERSONAL INFORMATION
Revelation Family Church will use your data for the following purposes:
- To enable us to provide a service for the benefit of the public in a particular geographical area as specified in our constitution
- The day-to-day administration of the church and its projects, e.g. managing membership records, preparing ministry rotas, maintaining financial records, managing employees and volunteers
- To provide pastoral care to Revelation Family Church members, including calls and visits
- To operate the Revelation Family Church web site and social media accounts and deliver the services that individuals have requested
- To inform individuals of news, events, activities, resources and services
- To fundraise and promote the interests of the charity
- To maintain our own accounts and records (including the processing of Gift Aid applications)
- To conduct surveys and research, helping us to evaluate our activities and services
WHO SEES YOUR INFORMATION
The information we collect will be used exclusively within Revelation Family Church and its projects for the purposes it was obtained for. Only specific individuals authorised by the church can access your information. We do not pass any of your personal information to other organisations and/or individuals without your express consent, except under special circumstances where we are exempt for safeguarding purposes.
A cookie is a small text file generated by a server and placed on a user's device when they visit a website. The cookie contains information set by the server and works like an identification card, telling the website when a user has returned. If you do not wish to receive cookies, you should ensure that your web browser is set to not accept cookies. Please note that if you disable cookies, some services or website functionality may not be available. For further information about cookies and how to disable them please go to aboutcookies.org.
We use essential cookies that are required for the operation of our website, including cookies that enable you to log into secure areas of our website, and to use online forms. We also use analytical cookies that allow us to see how many people visit our website and how visitors move around the website when they are using it.
HOW LONG WE KEEP YOUR INFORMATION
We keep your personal data for no longer than reasonably necessary, for as long as you remain a member of Revelation Family Church or connected to its events, or for longer periods in compliance with our Finance Policy and/or Safeguarding Policy.
Examples of data we keep for longer periods include:
- Financial transactions and Gift Aid declarations, held for six years
- Childcare records, held until the child reaches the age of 21.
- Accident records, held for three years after last recorded date
- Employment records, held up to six years after employment ceases
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
VIEWING, UPDATING OR ERASING YOUR INFORMATION
- You can change your details and preferences by contacting us by mail, phone or email using the contact details below, or you can unsubscribe from our regular emails at any time by using the 'unsubscribe' link on the email you have received.
- You have a right to request that your personal data is erased. This applies in certain circumstances usually where the lawful basis of the data we hold is by your consent, or it is no longer necessary for us to hold it (for example, you came to an event but no longer want to hear from us).
- You may request the full details of any information we hold about you by submitting a written request to our data protection officer on the details below.
To exercise all relevant rights, queries of complaints please in the first instance contact the Operations Manager of Revelation Family Church. If personal details are inaccurate, they can be amended upon request.
FAO Operations Manager
Revelation Family Church
PO Box 58
Phone: 01243 531898