Data Privacy Notice

This 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?

We use your personal data to provide you with information about our current and future program of activities and to facilitate administration of the church. 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 interests’. With consent, we use your data to tell you about new church activities and products (e.g. tickets to events).

GCB has a Church Directory which allows adult members to search for one another’s contact details. Your data will only be included in the Church Directory if you gave consent for this. You can withdraw your consent at any time and we will remove you from the Church Directory.

With your consent we may use your personal data to maintain our own accounts and records, including processing of gift aid. 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. With consent, we may include personal data on our website or social media sites (e.g. leaders’ biographies or film clips) to help publicise GCB.

How is my data collected?

In 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.

We may have taken photographs or film clips of you (or your children) if you gave your consent.

If you (or your children) are part of any church groups such as fellowship groups we will record this information. Data relating to safeguarding, including children’s church registers, will be collected by group leaders or safeguarding coordinators. Pastoral information may be recorded by individuals providing pastoral care.

Who is my data shared with?

In 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, our safeguarding team and (for children’s data) Children’s Church leaders. If you help on the church rotas your name will be visible to members of GCB’s congregation. Your data may also be accessed by Concordant Systems Ltd., the company that runs our church website and database. Sensitive data such as financial, safeguarding or pastoral data is shared on a need-to-know basis. 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.

If you gave your consent to being included in the Church Directory then your name, address, telephone and email can be found by others in the directory. You can choose to hide some of this information.

With 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.

How long will my data be held?

We keep different categories of personal data for different lengths of time. These are summarised below.

If you filled in a Response Card (an A5 post-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 again.

If you filled in a 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. For example, if you joined our prayer supporters or asked to be informed of future guest events, we will keep your name, email and mobile number to allow people to keep in touch when you have moved on.

If 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 registers.

For staff and volunteers involved in children’s work, your contact details and a minimum data set relating to DBS checks will be retained indefinitely. If you gave consent for us to use photographs and film clips of you, these will be retained indefinitely.

Finance-related 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 data?

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?

You 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.

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, 020 3556 3208,

Last updated 16 July 2020