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. 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
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?
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, including
children’s church registers, will be collected by group leaders or safeguarding
coordinators. Pastoral information may be recorded by individuals providing
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,
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.
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.
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?
keep different categories of personal data for different lengths of time. These
are summarised below.
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 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.
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. If 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 data?
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.
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, firstname.lastname@example.org.