PRIVACY NOTICE

INTRODUCTION

We do our very best to protect your privacy and to make sure the personal data you provide us is kept safe. This notice explains how we collect data, how we use and store information and what it means for you.

WHO WE ARE

The City Church is the data controller. This means it decides how your personal data is processed and for what purposes.

The City Church
44 St Peter’s Street
Canterbury
Kent
CT1 2BG

Charity Number: 1130031
Company Number: 06732225
Telephone: 01227 455440
Email: info@thecitychurch.org.uk

WHAT INFORMATION WE COLLECT

The City Church keeps the personal data it collects up to date, stores and destroys it securely, does not collect or retain excessive amounts of data and protects personal data from loss, misuse, or unauthorised access by ensuring that appropriate technical measures are in place. There’s a few ways we collect data:

THROUGH DIRECT CONTACT WITH US
Some examples are:

  • You fill out a ‘Keeping in touch’ form on a Sunday

  • You sign up for an event

  • You make a donation

  • You fill in a consent form for your child to attend our crèche, children’s or youth work

THROUGH OUR WEBSITE
We collect non-personal data such as IP addresses, details of pages visited and files downloaded. Website usage information is collected using cookies, see the section on cookies below.
INDIRECTLY THROUGH THIRD PARTIES
We may collect information from third parties such as Stripe (more information below). When this is the case you will have given consent when dealing with that third party. You can check their privacy policy to find out more about how they will process your data.
SENSITIVE DATA
If you provide the information, we may collect sensitive personal data, including, but not limited to your physical or mental health.

WHAT WE DO WITH IT

PROCESSING PERSONAL DATA
We use personal data to:

  • Inform you of news, events and activities happening at The City Church

  • Enable us to provide voluntary services for the benefit of the public

  • Provide pastoral care for our attendees

  • Administer attendance/membership records

  • Raise funds and promote the interests of the The City Church

  • Manage our employees and volunteers

  • Maintain our own accounts and records (including the processing of Gift Aid applications)

BASIS OF PROCESSING YOUR DATA
We will only process your personal data on the basis of the consent you have provided us. You are free to change your preferences at any time. Other processing based on legitimate interest may be necessary for carrying out obligations under law. Legitimate interest is also the basis of our processing data relating to former members or attendees for claiming back tax under the government’s Gift Aid scheme, as we are a not-for-profit body with religious aims.
APPLYING FOR A JOB OR VOLUNTEERING WITH US
Where you provide personal data or sensitive personal data when applying for a job or volunteer role with us, such as the information on your CV, we will process, store and disclose the personal data we collect to support the recruitment process, and potentially use third parties for qualification checks or Disclosure & Barring Service checks.

HOW & WHERE WE STORE YOUR INFORMATION

HOW LONG?
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 as well as accounting and tax considerations.
SECURITY
We ensure that we have appropriate technical controls in place to protect any personal data you provide. We ensure that access to personal data is restricted only to those staff members or volunteers whose job roles require such access and that suitable training is provided for these staff members and volunteers. We may make limited use from time to time of external companies to collect or process personal data on our behalf. When we do so, we carry out checks on these companies, put in place contracts to make sure our requirements are clear, and carry out periodic reviews. When we do use external companies, we remain responsible for the storing and processing of your personal data.
CREDIT/DEBIT CARD SECURITY
If you use your debit or credit card to donate to us, purchase something or pay for an event, we will process your information securely in accordance with the Payment Card Industry Data Standard.
WHERE WE STORE YOUR PERSONAL DATA
We use cloud-based systems to process data (see our service providers below) and some data will be processed outside of the EU. We take all reasonable steps to ensure that personal data is held in compliance with European General Data Protection Regulations. We also process data on a local server. This can only be accessed by staff or approved volunteers of The City Church alongside ADM Computing, our IT support providers (adm-computing.co.uk). In the few cases that we have to store personal data on paper it is stored securely.

WHEN WE SHARE YOUR PERSONAL INFORMATION

Your personal data will be treated as strictly confidential and will only be shared with staff and members of the church in order to carry out a service connected with the church. We will only share your data with third parties with your consent.
LEGAL DUTY
We may need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by the HMRC, or if asked for details by a law enforcement agency.
OUR SERVICE PROVIDERS
We do not pass any of your personal information to any other organisations and/or individuals without your express consent, with the following exceptions in the case of receiving donations, making payments and general accounting:

  • Stripe (stripe.com) – A cloud based technology company whose software allows individuals and businesses to receive payments over the Internet. Stripe are U.S. based, therefore we have a data processing agreement in place to ensure that they are following EU standards.

  • Paxton (paxtoncharities.co.uk) – A cloud based provider of accounting software that is based in the UK.

Where such details are shared we have confidentiality agreements in place that restrict the use of your information to the purpose for which it is provided and ensure it is stored securely and kept no longer than necessary.

The service providers that process your personal data with your express consent are:

  • ChurchSuite (churchsuite.com) – A cloud hosted, web-based church management system hosted in secure UK data centres.

  • Mailchimp (mailchimp.com) - A cloud based email marketing service who we use as a platform to email those in The City Church. MailChimp are U.S. based, therefore we have a data processing agreement in place to ensure that they are following EU standards.

We will never sell any of your personal information to any other organisation.

We may provide third parties with general information about users of our website, but this information is both aggregate and anonymous. However, we may use IP address information to identify a user if we feel that there are or may be safety and/or security issues or to comply with legal requirements.

COOKIES

WHAT ARE COOKIES?
A cookie is a small amount of data that is sent to your browser and stored on your computer’s hard drive. Our website makes use of cookies to collect information about our visitors.
HOW WE USE COOKIES
We may use the cookie data we collect to help us understand our visitor’s current and future needs and customise the website accordingly, hopefully improving the visitor’s experience.
MANAGING COOKIES
Most browsers allow you to turn off the cookie function. To do this you can look at the help function on your browser.
THIRD PARTY COOKIES
We use third party suppliers who set cookies on our website to enable them to provide us with services. We use websites such as YouTube and Vimeo to embed videos and you may be sent cookies from these websites. We do not control the setting of these cookies, so you can visit their websites for more information on how they use cookies.

CHILDREN

Parents/Guardians allowing their children to join in with our under 18’s groups during our Sunday morning services or other events are required to provide personal data about themselves and their children. This data is provided with the consent of the parent or guardian and is securely held and stored as above. We require parental consent for any child under the age of 18.

YOUR CHOICES AND TELLING US WHEN THINGS CHANGE

PREFERENCES
You can change your preferences as to what you receive from us or how we contact you at any time. You can do so by:

  • Logging into ChurchSuite if you have an account by clicking here and changing your privacy/communication preferences

  • Emailing info@thecitychurch.org.uk

  • Writing to: Data Security Manager, The City Church, 44 St Peter’s Street, Canterbury, Kent, CT1 2BG

  • Calling the church office on 01227 455440 and asking for the person in charge of Data Security

UPDATING YOUR DETAILS
We really appreciate it if you keep your details up to date. You can do this in the same way as updating your preferences (above). We may use Post Office address search or other available services to confirm data that you provide us with, where, for example, we are unsure of what you have completed on a form. We will not use these sources to create data that you have chosen not to provide, for example, if you have left a telephone number blank; nor will we automatically update changes of address, we will normally only update your address when you tell us it has changed.

ASKING US TO STOP PROCESSING YOUR DATA
You have the right to ask us to erase your personal data, restrict our processing or to object to our processing of your personal data. You can do so by:

  • Emailing info@thecitychurch.org.uk

  • Writing to: Data Security Manager, The City Church, 44 St Peter’s Street, Canterbury, Kent, CT1 2BG

  • Calling the church office on 01227 455440 and asking for the person in charge of Data Security

ACCESS TO YOUR INFORMATION

You have the right to request details of the information we hold about you. To make this request, please write to us at the details above. For more information about your rights under the Data Protection Act (DPA) and General Data Protection Regulation (GDPR) you can visit the website of the Information Commissioner’s Office (ico.org.uk)

CHANGES TO THIS PRIVACY NOTICE

This privacy notice was last updated in January 2019. We may amend this notice from time to time to take account of changes to our processes or changes to legislation. If we make any significant changes to this policy we will show this clearly on our website and in our communications.

FURTHER PROCESSING

If we wish to use your personal data for a new purpose not covered by this Privacy Notice, we will provide you with a new notice explaining this new use prior to commencing that processing. If necessary we will seek your prior consent to the new processing.

GOVERNING LAW

This Privacy Notice is subject to English law. All claims or disputes arising out of or in connection with our processing of personal data shall be subject to the non-exclusive jurisdiction of the courts of England and Wales.

For any queries regarding this Privacy Notice please contact us at info@thecitychurch.org.uk