information sheet tells you how Grace Church Brockley (GCB) uses personal data.
Personal data means information about you from which you can be identified such
as your name and address.
Why is my data being collected?
use your personal data to provide you with information about our current and
future program of activities and to facilitate administration of the church and
the Debt Centre that we run. If you have given us personal data about your children, we use this to
help run our children’s activities. These are known as GCB’s ‘legitimate
We use your data for the reasons
below if you give us your consent:
tell you about new church activities and products (e.g. tickets to events).
maintain our own accounts and records, including processing of gift aid.
include you in GCB’s Church Directory, which allows adult members of GCB to
search for one another’s contact details.
include you in the Debt Centre’s volunteer contact list. This list allows
volunteers and staff to find each other’s contact details.
tell you about news, events and activities from other local churches involved
with the Debt Centre.
help publicise the work of GCB and the Debt Centre by sharing photos, films or personal
stories on our website or social media sites.
We have a legal obligation to
process certain categories of personal data, such as data relating to
employment contracts and safeguarding. Our Partnership Roll includes your name
if you have agreed to become a partner of GCB.
How is my data
most cases, you have given us your personal data. For example, you may have
filled in a ‘Response Card’ or a ‘Contact Details’ form with information such
as your name, email and telephone number. You may also have given us personal data about
your children, for example on a Children’s Church registration form. You may
have provided us with financial data, for example to purchase items, facilitate
gift-aid or receive salary payments.
may have taken photographs or film clips of you (or your children) if you gave
you (or your children) are part of any church groups such as fellowship groups
we will record this information. Data relating to safeguarding, (e.g.
safeguarding checks for our team, children’s church registers), will be
collected by staff, group leaders or safeguarding coordinators. Pastoral
information may be recorded by individuals providing pastoral care.
Who is my data
general, your data is shared with the staff
team and individuals providing leadership, administrative and/or organisational
support to the staff team. This includes the Church Council, Fellowship Group leaders,
Debt Coaches, our safeguarding team and (for children’s data) Children’s Church
leaders. Sensitive data such as financial, safeguarding or pastoral data
is shared on a need-to-know basis.
you help on the church rotas your name will be visible to members of GCB’s
you gave your consent to being included in the Church Directory or the Debt Centre’s volunteer contact
your name, address, telephone and email can be found by others in the directory
or list. You can choose to hide some of this information.
consent, information about you may be visible to the public via our website and
social media (e.g. photographs, film clips, biographies). Please be aware that
we have no control over subsequent storage, copying and sharing of
information once it is in the public domain.
data will be shared with third parties only when necessary. Your data may be
accessed by Concordant Systems Ltd., the company that runs our church website
and database. If you volunteer at the Debt Centre some of your data is shared
with Christian’s Against Poverty (CAP) head office. Where we use a third-party
service provider to process payments, they have access only to information
needed to perform their function and can use it only for this specific purpose.
Your data will not be shared with other third parties unless you give consent
or unless required by law.
How long will
my data be held?
keep different categories of personal data for different lengths of time. These
are summarised below.
you filled in a Response Card, booked onto one of our events or completed a
feedback form, the data you gave us will be held for up to 2 years. It will
then be destroyed unless you consent to us keeping your data to contact you
you filled in a Debt Centre volunteering form (online or paper) the data from
this will be held until you leave our team of volunteers and will then be
destroyed within 1 year unless you have opted-in to staying in touch.
you filled in a church Contact Details form (A4 page) the data from this will
be held until you leave GCB and will then be destroyed within 1 year unless you
have opted-in to staying in touch.
can choose to stay in touch, for example, you can join our prayer supporters or
asked to be informed of future guest events. We will then keep your name, email
and mobile number until you ask us not to contact you anymore.
your child or children joined any of our children’s activities, information
from registration and consent forms will be held for up to 2 years after they
leave the group or finish the activity. For safeguarding, we will keep their name
and date of birth indefinitely and these will be included on our attendance
staff and volunteers involved in children’s work, your contact details and a
minimum data set relating to DBS checks will be retained indefinitely.
you gave consent for us to use photographs and film clips of you, these will be
personal data will be retained for up to 8 years. Pastoral data will be
retained for up to 4 years. Safeguarding data and staff personnel records will
be retained indefinitely.
Can I see my
You can ask to see your personal data held by
GCB and if there are any mistakes you can ask to have these corrected. Please
speak to our minister who will be able to arrange this for you.
Can I ask for
my data to be deleted?
can ask for your personal data held by GCB to be destroyed. Unless there are legal reasons why we need to
keep your data we will destroy all paper and electronic copies of your data. You
can also ask for corrections to be made, or for us to stop using your data. Please
speak to our minister.
Debt Centre data
Personal data relating to Debt Centre clients is
covered by CAP Head Office Data Protection policies and procedures. GCB does
not process Debt Centre client data. Please refer to CAP policies for permitted
temporary exceptions to this rule.
What if there is a problem?
If you think there is a
problem with the way we are handling your data you can lodge a complaint with
the Information Commissioner’s Office. We encourage you to come and talk to us
about the problem first so we can try and resolve it.
Who can I speak to for more information?
If you would
like more information about data protection, please speak to our minister, Ray
Brown, firstname.lastname@example.org, tel. 020 3556 3208.