Our measures to keep your data safe and secure
Churches in Communities International is committed to the protection of the privacy of all our member organisations and their representatives. Your individual and your organisation’s privacy is really important to us and we understand how important it is to you. Our aim is to be as clear and open as possible about what we do with your personal data and why we do it.
Definitions we use in this privacy notice
“your organisation” means your church, ministry, chaplaincy or other type of organisation that becomes a member of Churches in Communities International. In this relationship between us, you or your organisation should be considered the Data Subject as defined within the context of the GDPR and UK data protection law.
“you” means the person who is the authorised representative of your organisation.
“us”, “we” and “our” refer to Churches in Communities International. In the relationship between us, Churches in Communities International should be considered the Data Controller as defined within the context of the General Data Protection Regulation (GDPR) and UK data protection law. This means we decide how your personal data is processed and for what purposes.
How do we use your information?
As part of the membership process (see Terms of Membership), you are required to provide completed applications forms that contain information about yourself and your organization, together with various pieces of ancillary documentation. These include contact details, which will be used to communicate with you concerning your continued membership.
As part of the Annual Review process, all representatives of member organisations are required to attend an annual review with a member of the Council of Churches in Communities International. Therefore, in agreeing to be a member organisation, you are also consenting for us to pass your contact details to the Council Member who is responsible for conducting your annual review, so that they are able to get in contact with you by phone or email to arrange a mutually agreeable date and time for your annual review.
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
What is our lawful basis for using your information?
We have various scenarios under which we may use your information, and for each we have identified a lawful basis, as described below:
Where you have provided annual subscriptions or donated financially, processing is necessary to perform and manage the contract in terms of necessary auditing and HMRC requirements including Gift Aid, where applicable.
Legitimate interest applies:
Where your membership has ended we will opt you out of all communication and not contact you; unless you contact us or have requested we contact you at a later date. However, we will retain your contact details for internal financial and statistical reporting purposes.
Where you sign-up for an event, such as the Annual Residential or Annual Members’ Meeting, and we communicate with you about that event, both before the event, and in follow up after the event.
Where you have engaged with us at an exhibition or event, or you have approached us independently for information about Churches in Communities International. We will only use your contact details to respond to your enquiry, unless that enquiry subsequently results in your membership of Churches in Communities International.
Where we need to communicate with you about: -
A technical issue or bug within Churches in Communities International’s websites or apps that may affect you,
Any security-related matter,
For good governance and accounting, analysis and developing statistics.
Legal obligation applies:
When you exercise your rights under data protection law and related disclosures.
For maintaining and reporting financial accounting information for up to six (6) years from the end of the tax year in which a financial transaction was processed.
Where you have voluntarily subscribed to Churches in Communities International’s mailing list and explicitly consented to receiving our emails. You can unsubscribe from this list at any time using the unsubscribe link in the footer of those periodic emails.
Sharing your information
The information we hold about you and/or your organization will be treated as strictly confidential and we will only share your data with third parties with your prior consent, with Council Members for the purpose of annual reviews (see above), or unless required to do so by law.
How secure is your information?
We take security very seriously and will do everything within our power to keep your information safe. Only authorised staff members will have access to your data and all online services are password protected and encrypted.
How long do we keep your information?
We keep data in accordance with the guidance set out by the GDPR. We endeavour to maintain only data that is relevant, accurate and up-to-date. You are responsible to inform Churches in Communities International of any changes or corrections of any and all data held by Churches in Communities International. We have internal processes to periodically review the data we hold and delete data that is no longer relevant to our purpose for processing.
Your rights and your information
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
Access to your information: You have the right to request a copy of the personal information about you that we hold.
Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards. Certain information is also held on ChurchSuite, which Churches in Communities International uses as its online database. You are given access to your personal records on ChurchSuite by means of a unique password, and can therefore keep this information up-to-date and also decide how much of this information can be viewed by other members of Churches in Communities International.
Deletion of your information: You have the right to ask us to delete personal information about you where:
you consider that we no longer require the information for the purposes for which it was obtained or that we no longer need to retain it in accordance with our statutory obligations;
you have validly objected to our use of your personal information - see ‘Objecting to how we may use your information’ below;
our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information: Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information: In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Withdrawing consent using your information: Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given. Please contact us in any of the ways set out in the ‘Contact information and further advice’ section if you wish to exercise any of these rights.
Lodging a complaint: If you feel we have used your information incorrectly or without lawful basis, or you dispute our lawful basis, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
If we wish to use your information for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining the new use prior to starting the processing and setting out the relevant purposes and legal basis for processing. Where and whenever necessary, we will seek your prior consent to the new processing.
Our contact details
We can provide you with access to your personal data at any time. We ask that requests are made in writing to The Data Protection Officer, Churches in Communities International , St. Paul’s House, Edison Road, Bromley, BR2 0EP, or by email to firstname.lastname@example.org
If you have a data protection, security or privacy-related question or complaint, please contact Charis Communications by email in the first instance, where we will do our best to assist you or resolve an issue.
Used to create a membership profile in Churches in Communities International for your named organization.
Representative contact first and last name
To be used in any and all contacts with your organization.
Contact email address
An email address is required in order to communicate with you. Communications will also include information about Churches in Communities International’s events, including the Ministers’ Fellowship, periodic updates about Churches in Communities International, and to confirm changes requested to your personal data held by Churches in Communities International.
Contact telephone number
Either a landline or mobile/cell number. We do not usually communicate by telephone/SMS unless you have requested a call back, or if we need to contact you quickly about your membership for any reason.
Required by law for Gift Aid records and audits, also used occasionally for communication.
Gift Aid Status
All completed and signed Gift Aid paperwork will be retained at Churches in Communities International for the period specified in law.
Last Updated: 8 May 2018