This privacy notice is designed to provide you with information on how the Christian life Centre (CLC) processes your data and what rights you have.
The following will be detailed in the notice:
Who we are
What personal information we process about you
How we obtain your information
How we use your Personal Information and our legal basis
Sharing your Personal Information
Keeping your Personal Information secure
Your rights in relation to your information
How to make a complaint
1. Who is the Christian Life Centre (CLC)?
Here at the Christian Life Centre (CLC) our priority is to Glorify God! We want to Reach People with the love of Jesus Christ, and Build up the Body, which is His church.
The Christian Life Centre (CLC) is a “data controller” which means we have to tell you certain information when processing your personal information. We may input personal information into our database or may ask you to do so yourself. We may collect information from you in person or we may ask you to fill in paper forms or input information into other systems that the church uses.
• What personal information we collect about you when you use the Services
• How we collect your personal information in the Services
• How we use your personal information
• Who we may share your personal information with
• Any transfer of personal information outside of the EEA
• How long we keep your personal information
• What we do to protect your personal information
• What choices you have in relation to your personal information
2. What personal information we process about you
We may collect the following information about you, listed below. This is not an exhaustive list but illustrative of what we may process.
• Your name and address
• Your mobile phone number
• Your email address
• Whether or not you are ordained or in holy orders
• Any ecclesiastical permission's you hold
• Your marital status
• Your age and gender
• Information about your family
• Your education and employment
• Your role(s) within the church (if appropriate)
• Any membership of a PCC or status as a representative for the church
• 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)
• Financial such as payment details when booking events or donations to the church
• Any information you provide to us
• Any teams or groups you are involved with
• Rota details
Sensitive Personal Information 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
3. How we obtain your information
ChurchSuite (“the Services”) is designed to help us administer our church and provide all elements of pastoral care to our members and the community. Our members may be provided with access to a user account, which they can use to provide us with information (including personal information), update preferences and access options to allow the booking of events and recording attendance. The Services should bring benefits to everyone as we can stay in touch with you much more easily and you can provide us with information in a quick and efficient way.
Personal information you give us.
In addition to ChurchSuite, we may collect personal information from you when you attend church and speak to us in person. You may also fill in one of our paper forms, or online form available in a different electronic system.
We collect personal information from you when you or we set up a user account in a database. If we set up an account on your behalf, then we will input personal information from you that we collected from you in person, on paper forms and from contact forms on our website. We will also collect information from you when you update your user account on database.
Personal Information we collect automatically
• When you use the Services, we may collect certain information automatically such as:
• IP address (the name your electronic device uses to identify itself to us)
• Your activity in the Services including times and dates of visits
• Information on your location
• Other websites you may have visited
4. How we use your Personal Information and our legal basis
The law only allows us to use your personal information in certain limited circumstances. We have listed these below and what information they allow us to process.
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:
• To set up your user account on our software
• So that we can keep a record of your attendance at church, bible classes and at other events and meetings.
• To provide you with pastoral care and other support that you have requested, and we believe would be helpful to you.
• To organise volunteers and put together rotas.
ii. Where you have consented to us using your personal information, e.g.
• We may ask for your consent to send marketing communications out to you, including information about our events and other marketing materials
• 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.
iii. Where we need to perform the contract we have entered into with you, e.g.
• To buy tickets for events
• To administer the Services (such as troubleshooting, data analysis, research)
• To tell you about changes to our website, software or Services that will affect your use of our database
• To help us (or the software developers) improve the Services
iv. Where we need to comply with a legal obligation, e.g.
• Keeping records for gift aid purposes
• To prevent and detect fraud
• To protect children and vulnerable adults
• To get your feedback on the Services
We may need to process “Special categories” of particularly sensitive personal information. We may process special categories of personal information in the following circumstances:
In limited circumstances, with your explicit consent recorded in writing (e.g. where you tell us information in order to obtain support and pastoral care from us – for example this could relate to physical or mental health).
Where we need to carry out our legal obligations (e.g. ensure DBS checking is done where appropriate).
Where it is needed in the public interest and in line with our data protection policy.
Where it is needed in connection with our children and vulnerable adults protection policy.
Less commonly, we may process this type of information where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. In all cases where we require consent, we will seek your written consent or record your consent in writing to allow us to process certain sensitive data.
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 on our database and ensure that the parent is able to access and administer the account.
Where a child is 13 or over then we will permit the child to have their own user 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.
5. Sharing your Personal Information
We may share your information with certain third parties including:
• With other members of our church so that they can provide you with support and pray for you
Other churches – if you request us to pass on your information either to them or from them (if you move)
• Support services and benefits providers (e.g. local authorities, your doctor)
• Our suppliers for the performance of any contract we enter into with them or you
• Our software providers who need to see your information in order to keep our website up and running
• 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 also work with the following organisations:
ChurchSuite (for Administration - a Church database management system)
• HMRC (for claiming of Gift Aid)
Zoho Mail (for sending emails)
• Google Cloud - (For administration of our church)
6. Keeping your Personal Information secure
How we store your personal information
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. 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. Financial Information will be held for 6 years and other information will be held 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.
7. Your rights in relation to your information
i. Access to information
You have the right to access information that we hold about you. If you wish to receive a copy of the information that we hold, please contact us at the address below.
ii. Changing or deleting your information
You can ask us at any time to change, amend or delete the information that we hold about you that is inaccurate. You can request that we change, amend, delete your information or restrict our processing by contacting us at the address below.
iii. Right to object or restrict
You can ask us not to process the information we hold about you (where applicable) particularly where there is a dispute in relation to the accuracy or processing of your personal data. To request a restriction is placed on further processing contact us at the address below.
iv. Right to withdraw your consent
You have the right to withdraw your consent to the processing of your information at any time. You can withdraw your consent by contacting us at the address below.
v. Transferring Personal Information
You have the right to request that your personal information is transferred by us to another organisation (this is called “data portability”). Please contact us at the address below and we will try our best to comply with your request. It may not be technically feasible, but we will work with you to try and find a solution.
How to delete and control cookies
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9. How to make a complaint
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:
Telephone: 0303 123 1113
Information Commissioner's Office
Last updated: October 2020
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