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
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 (e.g. leaders’ biographies)
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.
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
Who is my data shared with?
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.
It 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.
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.
If you help on
the church rotas your name will be visible to members of GCB’s congregation. With
consent, information about you may be visible to the public via our website
(e.g. leaders’ biographies). 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?
different categories of personal data for different lengths of time. These are
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
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. If you agree, 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.
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. 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
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.