Trinity Church is committed to safeguarding the privacy of your information. We hold a minimal amount of personal information on members, associate members, or regular attenders of the church. With this privacy notice we want you to be aware of how and why we collect, process and protect your personal data and we want you to know your rights with regards to your data.
Our legal obligations in relation to your personal data are governed by the EU General Data Protection Regulation (GDPR) (2016/679) and the Data Protection Act, which came into effect on 25 May 2018.
In particular, we will comply with our legal obligations to keep personal data up to date, to not collect or retain excessive amounts of personal data, and to securely store and protect personal data from loss, misuse, unauthorised access and disclosure.
Type of data we collect
• Personal contact information (name, email, phone, date of birth, and sometimes address) so that we can efficiently communicate with everyone on matters pertaining to the life and work (i.e. 'legitimate interests') of the church;
• Further demographic data (age, gender, member status, marital status, student status, course and institution of study) is recorded so that we can better understand the group dynamic/demographic makeup of those worshipping with us and ensure that members, associate members, and regular attenders receive quality and timely pastoral care from our leadership;
• Personal information we store on children is restricted to their name, gender, age, and household;
• Financial information such as bank account details and donations to be able to process Gift Aid declarations or expense reimbursements;
• Other information such as DBS certifications, church membership status, anniversaries.
How do we collect your data:
We receive your data through a number of channels, including:
• Welcome cards;
• Membership applications;
• Gift Aid declarations;
• Donations to the church;
• DBS application forms;
• Contact forms submitted through the website;
• Applications for internships and employment.
We may also receive information about people from other sources, for example, previous employers, Stewardship Services (information about our donors) and previous pastors for new potential church members.
How do we store your data
• We currently store all personal information on a secure, online database managed by a US company called Planning Center. They do not sell our information on to third parties. To read more about Planning Center and their approach to data security, please visit the relevant privacy, GDPR, and security sections of their website.
• We use MailChimp to send out weekly notices to the congregation and quarterly updates to our supporters around the world. Our email distribution lists are stored on a secure MailChimp server and (per their policy) are not sold on to third parties. You can read more about MailChimp’s specific practices on the privacy section of their website. Furthermore, only staff members have permission to access and send emails using our MailChimp lists.
• Your personal data will be treated as strictly confidential and will only be shared with other staff members/deacons of the church in order to carry out a service to other church members or for purposes connected with the church. We will not share your information with third parties unless legally required to do so, or when it is necessary for our own operations (e.g. payroll).
• Any record of personal information written on a paper form (e.g. a welcome card) will be destroyed after having been entered into the online database by a member of staff.
• Once you are no longer a member, associate member, or regular attender of Trinity, we will remove your personal data from Planning Center and, with your permission, migrate your name and email address to our Trinity Supporters list on MailChimp, where you can keep up with the life of our church through quarterly emails. You can opt-out of those emails at any time (or update your info) by clicking the appropriate link at the bottom of each email.
Who has access to your data
• Only elders, staff members, and ministry team leaders/deacons have access to your personal information on the Planning Center and MailChimp database.
Under data protection legislation, you have the right to:
• Request access the information we hold about you
• Amend and update the information we hold about you
• Request that your information be erased in certain circumstances
• Object to the processing of your personal data in certain circumstances
• Submit a complaint to the Information Commissioner’s Office. Helpline number: 0303 123 1113
If you have questions regarding this privacy notice, please contact our Church Administrator:
Zachary Jackman | firstname.lastname@example.org
Last updated: 1 August 2019