Woodlands Church Family Privacy Policy
Version 2.0 (April 2024)
Purpose
The law in the UK requires us to manage personal information in accordance with data protection principles. This notice tells you what personal information we collect, how we use it, who we may share it with, steps we take to protect and secure it, your rights under data protection law and finally, how you can contact us with questions or concerns.
Our Contact Details
Name: Woodlands Church Family
Address: Woodlands Christian Centre, Belgrave Road, Bristol, BS8 2AA
E-mail: data@woodlandschurch.net
Woodlands Church Family has several congregations within the Bristol area. This document is applicable for all congregations.
Policy
The types of personal information we collect.
We collect and process information relating to:
Identity Data - name, marital status, title, date of birth, gender, photograph, video footage, CCTV etc.
Contact Data - billing address, delivery address, email address and telephone numbers etc.
Financial Data - bank account and payment card details.
Transaction Data - payments to and from you, details of events, products or services you have purchased, hired or rented from us, gifts you have donated to us (including gift aid information).
Usage Data - information about how you use our website, events, products and services etc.
Marketing and Communications Data - your preferences for receiving marketing information from us and your communication preferences etc.
Disclosure & Barring Service (DBS) Data - Checks completed on individuals within the church who work with children and vulnerable adults.
Employment details - Data relating to your employment within the Woodlands Church Family.
How we obtain your personal information and why we have it.
Most of the personal information we process is provided to us directly by you via a form you've filled in (electronic or paper) or an e-mail you have sent us.
We might also collect photos and video footage taken during church services and events. We have CCTV cameras at some congregations.
We use the information that you have given us to:
Manage our relationship with you, including church administration and membership records.
Run the church in an effective way, including managing finance, maintaining accounts and records, business capability, planning, charity governance, audits etc.
Update, consolidate, and improve the accuracy of our records.
Inform you of news, events, course and, opportunities to be involved in church life.
Enable us to pray for you and offer pastoral care.
Respond to your enquiries and complaints.
Provide you with services and notify you about important changes or developments to the features and operation of those services.
Manage volunteers and employees.
Determine your suitability to volunteer for working with vulnerable adults, youth and children.
Administer conferences, courses and events.
Ensure we comply with the law for example when responding to court orders, or legal processes; to establish or exercise our legal rights; or defend against legal claims.
If HM Revenue & Customs or other authorities require it.
Combat crime.
When we use your personal information in the ways described above, we may need to share it with other organisations outside of the WCF, detailed below:
HM Revenue & Customs or other lawful authorities.
Our agents, service providers, contractors and others involved in running church events and activities.
Banks and other debit/credit card providers when managing payments or refunds.
The Police.
We will never sell your personal information to a third party.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information will differ depending on the type of information but may include:
Your consent.
We have a contractual obligation.
We have a legal obligation.
We have a vital interest.
We need it to perform a public task.
We have a legitimate interest.
Generally, we do not rely on consent as a legal basis for processing your personal data other than when we collect special categories of data or in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by clicking on the unsubscribe link in one of our emails, by emailing data@woodlandschurch.net or by updating your communication settings in My ChurchSuite.
How We Store Your Personal Information
Your name and contact details are stored in ChurchSuite, a UK based database app. See https://churchsuite.com/security/ for more details. You can view and update your information by using My ChurchSuite, email data@woodlandschurch.net for more details. ChurchSuite also integrates with the TextLocal service that we may use to contact you via text and also MailChimp that we may use to contact you via e-mail.
Course and Event Management data is stored in ChurchSuite.
Giving / Gift Aid details may be stored in ChurchSuite, Quickbooks and Microsoft 365.
Payment details may be stored in ChurchSuite, Zettle (PayPal), Payaz/SumUp/GiveALittle, Stripe, GoCardless, PayAGroup, and Donr.
Disclosure & Barring Service (DBS) Checks. We pass on personal data to https://thirtyoneeight.org/ in order to process DBS checks. A record of these checks is then kept in ChurchSuite. We might also keep records securely in Microsoft 365.
Consent to marketing e-mails and texts is stored in ChurchSuite. You can remove your consent by changing your communication settings in MyChurchSuite or by e-mailing data@woodlandschurch.net.
Electronic marketing and survey services such as MailChimp. You can unsubscribe from these e-mails by clicking on the unsubscribe link included in those e-mails.
We will hold your personal information for as long as you wish to maintain a relationship with us. You have the right to ask us to delete your personal information if you believe we no longer have a valid reason to continue holding it. In some instances, we might be legally obliged to continue to store your data. You can make a delete request verbally, but it is helpful if you can e-mail your request to data@woodlandschurch.net.
Your Data Protection Rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you wish to make a request, please contact us by emailing data@woodlandschurch.net or by post to Woodlands Christian Centre, Belgrave Road, Bristol, BS8 2AA.
How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to us at complaints@woodlandschurch.net or Woodlands Christian Centre, Belgrave Road, Bristol, BS8 2AA.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO's address:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Cookies
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These are known as cookies; they often include an anonymous unique identifier that is sent to your browser from a web site's computers and stored on your computer's hard drive.
You can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is set.
However, if you reject all cookies, you may not be able to use our products or services that require you to "log in" and you may not be able to take full advantage of all our offerings.
These cookies are used to improve services for you, for example, by:
enabling a service to recognise your device so you don't have to give the same information several times during one task;
recognising that you may already have given a username and password so you don't need to do it for every web page requested;
measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast;
analysing anonymised data to help us understand how people interact with Woodlands Group of Churches website so we can make it better
We will not use cookies to collect personally identifiable information about you.
However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The 'Help' function within your browser should tell you how.
Alternatively, you may wish to visit www.aboutcookies.org/ which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.
Please be aware that restricting cookies may impact on the functionality of our website.
If you wish to view your cookie code, just click on a cookie to open it. You'll see a short string of text and numbers. The numbers are your 'identification card', which can only be seen by the server that gave you the cookie.
For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
To opt-out of third-parties collecting any data regarding your interaction on our website, please refer to their websites for further information.
Contacting Woodlands Church Family
If you have a privacy concern regarding Woodlands Church Family, or this policy, and if you cannot satisfactorily resolve it through the use of this website, you should contact us.
In the event that we are still unable to resolve your concerns you may write to us at our registered address and we will take reasonable steps to accommodate your requests. In some instances, honouring your requests may preclude your ability to use our website or may require us to terminate our relationship with you.