Freedom Church uses personal data about living individuals for the purpose of general church administration and communication.
Freedom Church recognises the importance of the correct and lawful treatment of personal data. All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation 2017.
Freedom Church fully endorses and adheres to the eight principles of the GDPR. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. Employees and any others who obtain, handle, process, transport and store personal data for Freedom Church must adhere to these principles.
- Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
- Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
- Be adequate, relevant and not excessive for those purposes.
- Be accurate and where necessary, kept up to date.
- Not be kept for longer than is necessary for that purpose.
- Be processed in accordance with the data subject’s rights.
- Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures.
- Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
Freedom Church will treat all your personal information as private and confidential and not disclose any data about you to anyone other than the leadership and ministry overseers/co-coordinators of the church in order to facilitate the administration and day-to-day ministry of the church.
All Freedom Church staff and volunteers who have need to access to Personal Data will be required to agree to sign a Confidentiality Policy and a Data Protection Policy.
There are four exceptional circumstances to the above permitted by law:
- Where we are legally compelled to do so.
- Where there is a duty to the public to disclose.
- Where disclosure is required to protect your interest.
- Where disclosure is made at your request or with your consent.
Use of Personal Information
Freedom Church will use your data for three main purposes:
- The day-to-day administration of the church; e.g. pastoral care and oversight including calls and visits, preparation of ministry rotas, maintaining financial records of giving for audit and tax purposes etc.
- Contacting you to keep you informed of church activities and events.
- Statistical analysis; to help gain a better understanding of church demographics.
(Some of the collated church data will be shared with our accountants - - so that they can reclaim Gift Aid etc.)
The Main Database
Information contained on The Main Database will not be used for any other purposes than set out in this policy. The main database is accessed through the cloud and therefore, can be accessed through any computer or smart device with internet access. The server for the main database is in the UK and hosted by Churchsuite. This policy may also use ChurchSuite when referencing The Main Database.
Freedom Church also utilises MailChimp - a platform to send email en masse - this is a secondary database of information which includes church member emails and those who have chosen to subscribe to our mailing list (via such places in the internet such as our website) and are not members of Freedom Church. This platform us purely used to send out Freedom News and the information contained in this database is not used for any other purpose. Information provided by church members to MailChimp may be added to The Main Database (ChurchSuite) and are regarded as giving consent. MailChimp access and security is the same as The Main Database and so the list directly below refers to MailChimp also.
- Access to ChurchSuite is strictly controlled through the use of name specific passwords, which are selected by the individual.
- Those authorised to use ChurchSuite only have access to their specific area of use within the database. This is controlled by the Data Controller and other specified administrators. These are the only people who can access and set these security parameters.
- People who will have secure and authorised access to The Main Database include Freedom Church staff, Ministry Team Leaders, and Life Group Leaders.
- The Main Database will NOT be accessed by any authorised users outside of the EU, in accordance with the Data Protection Act, unless prior consent has been obtained from the individual whose data is to be viewed.
- All access and activity within ChurchSuite is logged and can be viewed by the Database Controller.
- Subject Access - all individuals who are the subject of personal data held by Freedom Church are entitled to:
- Ask what information the church holds about them and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
- Be informed what Freedom Church is doing to comply with its obligations under the 1988 Data Protection Act.
- Personal information will not be passed onto any third parties outside of the church environment other than what we have stated earlier in this policy.
The need to process data for normal purposes has been communicated to all data subjects. In some cases. If the data is sensitive, for example, information about health, race or gender, express consent to process the data must be obtained.
Rights to Access Information
Employees and other subjects of personal data held by Freedom Church have the right to access any personal data that is being held in certain manual filing systems. This right is subject to certain exemptions: Personal Information may be withheld if the information relates to another individual.
Any person who wishes to exercise this right should make the request in writing to the Freedom Church Data Officer, using the standard letter which is available online from www.ico.gov.uk
If personal details are inaccurate, they can be amended upon request or be amended by the individual using their MyChurchSuite account (see below).
Freedom Church aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 30 days of receipt of a completed form unless there is good reason for delay. In such cases, the reason for delay will be explained in writing to the individual making the request.
Every member of Freedom Church has potential access to their data (and the ability to edit their data) via MyChurchSuite if they have set up personal account with a password known only to them. Freedom Church has provided and will continue to provide all church members with the option to set up an account and access their information via a browser window or an app compatible with their smart devices, such as a smart phone or tablet.