Shirley Baptist Church Privacy Policy

1. INTRODUCTION

Your privacy is important to us. Shirley Baptist Church (SBC) values everyone who engages with us by whatever means, and we do all we can to protect your privacy and to make sure the personal information you give us is kept safe. This policy explains how we collect personal information, how we use and store that information and what it means for you.

2. WHO WE ARE

SBC is part of the Baptist Union of Great Britain. Our principal purpose is the advancement of the Christian faith according to the principles of the Baptist denomination. The Church may also advance education and carry out other charitable purposes in the United Kingdom and/or other parts of the world. For more details about our activities, see https://shirleybaptist.org.

SBC is a charity registered in England and Wales (number 1131764).

3. WHAT INFORMATION DO WE COLLECT?

Information collected by SBC

We collect personal information such as your contact details, date of birth and next of kin and we may collect sensitive personal information such as dietary requirements, mobility requirements or health information, to provide appropriate pastoral support, maintain contact with you and provide volunteering or employment opportunities. We may also collect personal information, for example when you make a donation, order materials, request information or sign up for events and activities such as clubs and conferences.

Information collected by visiting our website

When visiting the SBC website, we follow standard practices and may use features which collect your IP address and data on which pages you are visiting on our site. Similarly, as for many websites, we may also issue cookies to enable certain features to function properly, track traffic on our website or improve your user experience in other ways. Cookies place certain information on your device to allow this to happen. We also collect information via the contact us form.

Information collected via social media

Any social media features and widgets are either hosted by a third party or hosted directly on our site. Your interactions with these features are governed by the privacy policy of the company providing that service. Depending on your own settings or the policies of social media and messaging services such as Facebook, Whatsapp or Twitter, you may be providing SBC and other organisations access to certain information. If you have concerns, you should check with those services to ensure you’re happy with that information being shared.

Information collected from third parties

We may use third party sites (e.g. PayPal, Eventbright) to enable you to sign up for events or donate to our work. We will store any information that they collect from you and pass onto us in order to provide the service you are signing up to. If you have concerns, you may wish to check their privacy policies to find out more information on how they will process your data.

4. LEGAL BASIS

We store and process personal information for the primary purpose of achieving our charitable purposes as set out in the Introduction of this Privacy Policy. There are six lawful bases for processing data

(a) Consent: you have given clear consent for us to process your personal data
for a specific purpose.
(b) Contract: the processing is necessary for a contract we have with you.
(c) Legal obligation: the processing is necessary for us to comply with the law.
(d) Vital interests: the processing is necessary to protect someone’s life.
(e) Public task: the processing is necessary for us to perform a task in the
public interest.
(f) Legitimate interests: the processing is necessary for our legitimate
interests or the legitimate interests of a third party.

We are using three: legal obligation, contract and legitimate interest. We collect personal information when it is needed to establish and maintain contact with you and to provide pastoral support. This is covered by the SBCs’ legitimate interest in achieving our charitable objectives and is based on the two factors of reasonable expectation and relevant and appropriate relationship. Where the personal information is provided for marriage certificates and returns, or for financial support, we store and process your data in order to comply with current legislation, for example processing donations and claiming the related
Gift Aid. This is a legal obligation. Where the data is provided in exchange for a service, for example ordering materials, or signing up to a conference, we store and process your data to fulfil the contract you have made with us. We collect and process personal data for the purpose of entering into contractual relationships or for pre-contractual steps at the request of the individual, such as personal information processed on behalf of SBC employees or potential employees.

5. WHAT DO WE DO WITH YOUR INFORMATION?

Providing pastoral support

Where you provide personal information and/or sensitive personal information such as dietary requirements, mobility requirements or health information, we will store, process and disclose the personal information we collect to:

• Provide appropriate pastoral support
• Maintain contact with you
• Answer any questions or feedback you may have.

Processing of requests/donations

We may use the personal information we collect to do one or more of the following:

• Process donations you give us, including claiming gift aid;
• Provide information or materials you have requested;
• Keep you up to date on news and stories about our work;
• Ask for financial and non-financial support, such as volunteering or prayer;
• Keep records of your relationship with us, e.g. questions you have asked or complaints you have made

Applying for a job or volunteering with us

Where you provide personal information and/or sensitive personal information when applying for a job with us or volunteering in any capacity, we will process, store and disclose the information we collect to:

• Support the recruitment or volunteering process;
• Answer any questions you may have;
• Use third parties to provide services such as references and DBS checks.
• Deliver the volunteering opportunity, including the disclosure of sensitive data, such as medical information, to other organisations, only where necessary to deliver a safe off-site trip or event for all involved;
• Provide the administration of these events or opportunities to serve

6. HOW AND WHERE DO WE STORE YOUR INFORMATION?

How long we store your information

We will keep your personal information only for as long as we consider it necessary to carry out each activity. We take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned.For example, we will retain details of donations for 10 years to meet tax and accounting requirements. Information relating to safeguarding concerns will be kept for 75 years to meet those requirements. In general, we will only hold personal information for as long as you wish to maintain contact with us and/or until pastoral support is completed.

Security

We ensure that we have in place appropriate controls to protect any personal information you provide. We ensure that access to personal information is restricted only to those people whose roles require such access and that suitable training is provided for these people.

If we make use of external companies to process personal information on our behalf, for example processing donations, we remain responsible for the storing and processing of your personal information. We do not store credit or debit card details.

Where we store your personal information

We take all reasonable steps to ensure that your data is stored and processed securely, whether in electronic or hard copy formats, and is protected from unauthorised access, use or disclosure. All computers and other electronic devices are password protected. Hard copy information is kept in locked cabinets or drawers.

7. WHO DO WE SHARE YOUR INFORMATION WITH?

Regulatory bodies

We may need to pass on information if required by law or by a regulatory body, for example, as part of a gift aid audit by HMRC or if asked for details by a law enforcement agency.

Third parties

We may use third parties to carry out tasks on our behalf. These agents are bound by contract to protect your data and we remain responsible for their actions.

8. CHILDREN AND YOUNG PEOPLE UNDER 16

We ask relevant adults (e.g. parents, guardians) for details concerning children and young people under 16 in order to provide appropriate services and activities, such as weekly clubs, holiday clubs and toddler group. You can obtain an electronic or hard copy of our child safeguarding policy by:

• Speaking to our office administrators in person during office opening hours or
by telephone 023 8039 9949
• Emailing us at [email protected]
• Writing to us at Church Office, Shirley Baptist Church, Church Street,
Southampton, SO15 5LG

9. YOUR RIGHTS

Current legislation provides the following rights for individuals in relation to their personal information:

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling

To find out more about what these rights mean for you, please refer to the Information Commissioner’s website: https://ico.org.uk/

Seeing and updating your personal information

Please get in touch to see a copy of your information and have any mistakes corrected. You can also update your personal information at any time by:

Deleting your personal information

You have the right to ask us to delete your personal information, to ask us to restrict our processing or to object to our processing of your personal information. You can do so at any time by writing to us at: Church Secretary c/o Church Office, Shirley Baptist Church, Church Street, Southampton, SO15 5LG, or by emailing us at [email protected] FAO Church Secretary. Please note that we may need to hold on to personal information for legal reasons, e.g. financial information for auditing purposes. In these cases we will store the minimum data required and will delete it as soon as we are able. If you are concerned about the way your information is being handled please speak to our Church Secretary. If you are still unhappy you have the right to complain to the Information Commissioners Office

10. CHANGES TO THIS STATEMENT

We will occasionally update this Privacy Policy to reflect changing circumstances, advice and feedback. We encourage you to periodically review this Policy to stay informed about how we are protecting your information. You can see the policy on our website https://shirleybaptist.org or ask for an electronic or paper copy from our office by:

• Speaking to our office administrators in person during office opening hours or by telephone 023 8039 9949
• Emailing us at [email protected]
• Writing to us at Church Office, Shirley Baptist Church, Church Street, Southampton, SO15 5LG

This statement was last updated on 23 March 2018.

Privacy Notice For Collecting Contact Information From Attendees

This privacy notice is an addendum to our main privacy statement and notices.

The Charity Trustees of Shirley Baptist Church (as Data Controller) can be contacted by ringing the Church office on 023 8039 9949 or emailing [email protected]

We are collecting your name and contact details in order to fulfil our responsibility to provide a safe environment for those attending Shirley Baptist Church premises during this COVID-19 recovery phase. We will only use this information to contact you in the event that we believe you may have come into contact with a suspected case of COVID-19 at Shirley Baptist Church and it may be necessary to share your details with NHS Test and Trace if they are requested for contact tracing and the investigation of local outbreaks.

Your name and contact details will temporarily be securely stored in the Church Office. They will be retained for a period of 21 days in line with government guidance and then disposed of within the following 7 days.

Please inform Shirley Baptist Church as soon as possible if you test positive for coronavirus or develop any of the following COVID-19 symptoms:

A high temperature
A new, continuous cough
A loss or change to your sense of smell or taste

Data Protection legislation allows us to process this information as we regard it as being in the church’s legitimate interest.
The Information Commissioner’s Office has published guidance on data handling during the pandemic. Please see www.ico.org.uk/coronavirus.