The Eccles Church uses personal data about individuals for the purpose of general church administration and communication. As a result, we collect the minimum amount of information about you that enables us to keep you informed and up-to-date.
We are committed to protecting the privacy of your personal data. We will respect any personal data you share with us and keep it safe. We aim to be clear when we collect your personal data and not do anything you wouldn’t reasonably expect.
Please read this Privacy Notice carefully to understand our practices regarding your personal data and how we will collect, use and store your personal data. We may update this Privacy Notice from time to time so please check it regularly. If there are significant updates, we will notify you. It also explains your rights in relation to the data we hold about you.
1. WHAT INFORMATION WE COLLECT
The Eccles Church collects the information that you give us. This may include your name, address, telephone number and email address. Other information that may be needed from time to time may also be collected (e.g. Stewardship and giving information for HMRC/accounting reporting purposes).
The lawful bases that we rely on for processing your personal data are Consent and Legitimate Interest.
We will ask for your consent to use your personal data to send you electronic communications such as newsletters and emails. If you have provided your consent to us using your personal data for a specific purpose we will only contact you regarding that specific purpose. You always have the right to withdraw consent at any time (see below).
If required, we will also use your personal data if it is necessary for compliance with a legal obligation to which we are subject. This would include where we have to retain certain records, for example Giving/gift Aid records. Or where we are required to disclose personal data to any regulators or law enforcement agencies (e.g. Safeguarding).
We will also rely on our legitimate interests for the proper administration of The Eccles Church, and to manage our operations (for example, maintaining appropriate church membership records and email database, and administrating God’s Gang). As a church, it is within our legitimate interests to provide useful reports and feedback to Members and, in an anonymous form.
The Eccles Church recognises the importance of the correct and lawful treatment of personal data. Personal data may be collected via email, text and whatsapp messages, written letter or documentation, or verbally.
All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation 2017.
Data retention
We keep personal data for as long as there is a need to keep it in connection with the purposes for which it was collected and in accordance with our Data Retention Policy. In the event that you ask us to stop sending you email communications, we will retain certain details, such as your name, to help us ensure that you are not contacted again.
Sensitive or special category data
We do not anticipate collecting any sensitive data from you (i.e. data on health, ethnicity, race, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, sex life or sexual orientation). If we do decide to collect such sensitive data from you, we will ensure that we obtain your prior explicit consent. You always have the right to withdraw your consent.
2. HOW WE USE YOUR INFORMATION
We use the information collected about you to primarily:
Contact you to keep you informed of church activities and events.
Communicate important information to members of The Eccles.
Communicate important information to indivdiuals signed up to specific Eccles activities (e.g. prophetic appointments, God’s Gang volunteer, Creative Journalling workshops).
Enable us to undertake the day-to-day administration of the church; e.g. pastoral care and oversight, maintaining financial records of giving for audit and tax purposes.
All reasonable precautions are taken to prevent unauthorised access to the information that we hold about you.
3. DISCLOSING INFORMATION
The Eccles Church will not disclose any personal information obtained about you to third parties except when we need to legally do so. The circumstances whereby we may legally need to share your information include:
• Where we are legally compelled to do so due to a court order, subpoena, or any other legal request.
• Where there is a duty to the public to disclose.
• Where disclosure is required to protect life, including safeguarding children and/or vulnerable adults.
• Where disclosure is made at your request or with your consent.
We will also not share your personal information with or sell it to third-party unless we obtain your permission or the law requires us to.
The only exception to this is we use the third-party provider Mail Chimp (The Rocket Science Group LLC) to communicate with subscribers to our email list. You can read their Privacy Notice here.
Mail Chimp transfer and store data at a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for Mail Chimp or for one of their suppliers. By submitting your personal data, you agree to this transfer, storing or processing.
The Eccles Church is not responsible for the actions of external/ third party websites.
You can unsubscribe to email communications at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails.
4. YOUR RIGHTS
In relation to the personal information that The Eccles Church holds about you, you have the following Rights:
The Right to be informed
This Privacy Notice informs you of why and how The Eccles Church collects and stores your personal data. It also sets out your rights regarding the information you share with us.
Access
You have the right to access, free of charge, the personal information and any other data that we may hold about you. Requests to access your personal information may be made in writing to the church administrator or any of the church leadership team using the contact information at the end of this notice.
We will confirm receipt of the request as soon as possible and will aim to provide access to your information without delay.
Right to Rectification
You have the right to amend and update any inaccurate or incomplete information we may hold about you. If we have disclosed personal information to a third-party (e.g. HMRC), we will contact the third-party and inform them of the rectification. If you are unhappy with how your right to rectification has been handled, you have the right to complain to a supervisory authority such as the Information Commissioners Office (ICO).
Right to Erasure
The ‘Right to Erasure’ is also known as the ‘Right to be forgotten’. This means that you can request for all of your information to be erased from our church systems even if you have previously given your consent for data to be held. There are exceptions to this if information is required for archive or historical purposes such as:
• Needing to hold financial gifting/tithe amounts and addresses for historical donations or Gift Aid claims.
• There is another Data Subject whose data will be affected by the deletion.
• The data may be necessary for Child Protection or Safeguarding purposes.
• You have another lawful basis for processing the data.
If The Eccles has shared your data with any other parties then we will inform them that the data needs to be erased. It’s important to note that if you act upon your Right to Erasure then we will no longer be able to contact you to keep you informed with members information events and activities information. We will also not be able to include your details on e.g. volunteer rotas.
Right to Restrict Processing
You have the Right to Restrict Processing of your data. This means that you can request that your data is ‘blocked’ or ‘supressed’ by The Eccles. This means that we are still able to hold your data but are unable to use it or process it.
Right to Data Portability
The Right to Data Portability means that you can ask for your data to be transferred from one IT system to another, in a safe, secure way which ensures confidentiality.
An example of this includes: The Eccles already holds a church member’s information in a spread sheet, and as a church we are now transferring to an online data management software such as Mail Chimp. The right to data portability means that you as a church member can ask us (The Eccles) to transfer your data from one system to another without you having to re-enter it all.
The Eccles will ensure that any Requests for data portability will be completed on your behalf in a secure manner.
Right to Object
The Right to Object gives you control of how The Eccles can use the personal information it holds about you. It aims to prevent your data being used in a way to which you object. You have the right to object to The Eccles using your personal information for any of the reasons given in this Privacy Notice.
The Right to Object also allows you to specify how your information can be used. For example, you could specify that you only want to receive important information via email and not email updates with information from Facebook posts.
If you want to act upon your Right to Object to how Eccles uses your personal information, please contact the Eccles administrator or the leadership team in writing to the email or postal address at the end of this notice.
Right to Withdraw Consent
The legal basis for the processing of your Personal Data is your consent. You have the right to withdraw consent at any time. You can exercise your right to withdraw consent by contacting The Eccles Administrator or Leadership Team using the contact details at the end of this notice.
If you exercise your right to withdraw consent it means that we will no longer have the right to hold any personal information about you, or contact you using this information. This will affect your ability to receive written church news and updates. It will also affect your ability to participate in formal volunteering opportunities with children and/or vulnerable adults in the church.
There are legal situations where we will not be able to fulfil your right to withdraw consent. This includes where The Eccles is legally compelled to hold onto and share information due to a court order, subpoena, or any other legal request including a duty to protect the public, and/or a duty to protect life, including safeguarding children and/or vulnerable adults.
5. CHILDREN
We strongly believe in protecting the privacy of children. In line with this belief, we do not knowingly collect or maintain personal information from persons under 13 years of age. If you are a parent or carer, and a member of the Eccles Church, we will not hold any information about children in your care unless you give us permission to do so.
6. COOKIE POLICY
The Eccles Website use “cookies” to help you personalise your online experience. A cookie is a file that is placed on your hard disk by a Web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalise any of the web pages on our website or services, a cookie helps to recall your specific information on subsequent visits. When you return to the same page on our website, the information you previously provided can be retrieved, so you can easily use the features that you customised.
Most browsers are set to automatically accept cookies by default, but you can change this setting. For instructions on how to find and accept/reject cookies for your browser, please read its help information.
7. CHANGES TO THIS POLICY
Any changes to this Privacy Notice will be placed here and will supersede this current version.
The Eccles will take reasonable steps to notify you of any changes and updates to our Privacy Notice. This Policy was last updated on 21 May 2018.
The Eccles Church can be contacted at:
Address: The Eccles. c/o Eccles Hub, Alpha House, Carver Street, Sheffield. S1 4FS.
or on our contact page.