PRIVACY NOTICE

This Privacy Notice explains how The City Church collects, uses, stores, and protects personal data. It applies to anyone whose personal data we process, including attendees, members, children and young people (and their parents or guardians), volunteers, staff, elders, directors, donors, and people who engage with our activities, services, events, or communications.

Who we are

The City Church is a registered data controller with the Information Commissioner’s Office (ICO). We are responsible for ensuring that your personal data is handled lawfully, fairly, and transparently, in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

What personal data we collect

Depending on your relationship with us, we may collect and process:

• Contact details such as name, address, email address, and telephone number

• Information relating to attendance, participation, volunteering, or employment

• Records of donations and Gift Aid information

• Communications with us, including emails and pastoral or safeguarding records

• Images and recordings from events or services, where appropriate

• Special category data, such as information about health, religious beliefs, or safeguarding matters, where necessary and with appropriate safeguards

• Criminal records data, including DBS-related information, where required for safer recruitment or safeguarding

How and why we use your data

We process personal data to:

• Run the church responsibly and support our community

• Administer church membership, attendance, and activities

• Deliver services, events, ministries, and pastoral support

• Manage volunteering and staffing, including recruitment and training

• Process donations, Gift Aid, and meet financial and audit requirements

• Communicate news, events, and fundraising updates, in line with your preferences

• Meet legal, regulatory, safeguarding, and governance obligations

• Produce anonymised reports and statistics to help improve our activities

Lawful bases for processing

We only process personal data when we have a lawful basis to do so. These may include consent, performance of a contract, compliance with a legal obligation, legitimate interests, protection of vital interests, or tasks carried out in the public interest. Where required, we obtain and record your consent, and you may withdraw it at any time.

Special category and criminal records data

Where we process special category or criminal records data, we do so only where permitted by law and with additional safeguards, access controls, and confidentiality arrangements in place.

Sharing your data

We do not sell personal data. We may share personal data with trusted third parties who act on our behalf, such as IT or administrative service providers, where a written data processing agreement is in place. We may also share data where required by law or to protect individuals.

International transfers

If personal data is stored or accessed outside the UK, we ensure appropriate safeguards are in place in line with UK GDPR requirements.

How we keep data secure

We use appropriate technical and organisational measures to protect personal data, including access controls, secure systems, staff training, and procedures for handling data breaches.

How long we keep your data

We retain personal data only for as long as necessary for the purposes it was collected, and in line with legal, accounting, safeguarding, and regulatory requirements. Data is securely deleted or destroyed when no longer needed.

Your rights

You have rights under data protection law, including the right to access your personal data, request correction or erasure, restrict or object to processing, and request data portability. You also have the right to complain to the Information Commissioner’s Office.

Contact us

For questions about this Privacy Notice, to exercise your rights, or to raise a concern, please contact:

Data Protection Lead: Joe Robertson

Email: joe.robertson@thecitychurch.org.uk

Telephone: 01227 455440

Review

This Privacy Notice is reviewed regularly to ensure it remains accurate and compliant with data protection law.

Last Updated: 16 September 2026