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Oakwood Church Privacy Statement
Oakwood Church uses an IT administration system which is designed to help us administer the church and help 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 IT administration system 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.
In addition to the IT administration system we may also collect information from you in person or on paper forms or online forms within other systems. We have also included information about other forms of processing that we may carry out.
Oakwood Church 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.
Personal information we process about you
What information we process about you
We may collect the following information about you:
Sensitive personal information
We may also collect, store and use the following ‘special categories’ of sensitive personal information (if you give us this information)
Personal information you give us
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 a 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 the database.
Personal information we collect automatically
When you use the IT administration system, we may collect certain information automatically such as:
How to delete and control cookies
Most computers automatically accept cookies but you can change your settings so that you will not receive cookies and you can also delete existing cookies from your computer.
If you do change your settings, you may find that some parts of our website will not function properly. If you do not adjust your settings, you will accept cookies provided by this website.
To find out how to delete cookies or adjust their settings please visit http://www.allaboutcookies.org/.
How we use your personal information
Our legal basis for using your information
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.
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:
2.) Where you have consented to us using your personal information
Examples of how we may use your information with consent
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:
4.) Where we need to comply with a legal obligation
Examples of how we may use your information to fulfil a legal obligation
How we use sensitive personal information
‘Special categories’ of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
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.
What this means in practice
We may use your sensitive personal information in the following ways:
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. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
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.
Sharing your personal information
Other third parties
We may share your information with certain third parties including:
We work with the following organisations:
Legal requirements and law enforcement
We may also disclose your personal information to third parties:
Third party privacy policies
The IT administration system may contain links to websites owned by other organisations. If you follow links to other websites, these websites they will have their own privacy policies. We suggest that you check the policies of any other websites before giving them your personal information as we cannot accept responsibility for any other website.
Keeping your personal information
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.
Any personal information that you provide to us will be held within the European Economic Area.
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 will keep your information for the duration of any contract that you have entered into with us and then for a maximum period of 2 years, after which time it will be deleted/shredded, unless we are required to keep it to fulfil legal obligations, e.g. for HMRC for gift aid.
If you chose to send us information via email, we cannot guarantee the security of this information until it is delivered to us.
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 Data Protection Lead at email@example.com or write to us at Oakwood Church, Obridge Road, Taunton TA2 7PU.
Changing or deleting your information
You can ask us at any time to change, amend or delete the information that we hold about you or ask us not to contact you with any further marketing information. You can also ask us to restrict the information that we process about you.
You can request that we change, amend, delete your information or restrict our processing by emailing Data Protection Lead at firstname.lastname@example.org
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 email Data Protection Lead at email@example.com
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 emailing Data Protection Lead at firstname.lastname@example.org
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 Data Protection Lead at email@example.com with the details of what you would like us to do 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.
Right to prevent automated decision making
You have a right to ask us to stop any automated decision making. We do not intentionally carry out such activities, but if you do have any questions or concerns we would be happy to discuss them with you and you can contact Data Protection Lead at firstname.lastname@example.org.
If your complaint is not resolved by the above and you 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:
Address: Information Commissioner's Office
How to contact us
Data Protection Lead at email@example.com