Company Registration Number: 04395378
Charity Registration Number: 1091642
Reviewed: Aug 2022
Your privacy is a big deal to us. We are committed to the responsible collection, use and retention of personal information we hold in accordance with good practice and required legislation including the 2018 Data Protection Act.
In this policy the use of ‘we’, ‘us’, and ‘our’ refer to Equippers Church.
Equippers Church is a not-for-profit Christian organisation that is dedicated to equipping people for life through faith in Jesus Christ. Collecting personal data helps us to provide essential services in the running of Equippers Church.
We will only collect and use your personal information with your knowledge and consent. We will only use your personal information for the reason that you have provided it.
This information is what you give us when you fill out forms on our website www.equippers.co.uk or in person at one of our Equippers Services or events or by corresponding with us by phone, email or otherwise. It includes information you provide when you register to use our site, subscribe to our service, participate in discussion boards or other social media functions on our site. .
Other information we collect about you. With regard to each of your visits to our site we will automatically collect the following information: technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
Usage data We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is wix.com, Equippers website and chat service and Google Analytics. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is legitimate interest, namely monitoring and improving our website and services.
Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is legitimate interest, namely the proper administration of our website and business and communications with users.
We may process your information included in your personal profile on our website (“profile data”). The profile data may include your name; address; telephone number; email address. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is legitimate interest.
Equippers Church processes personal information under 3 Lawful Bases (as defined in DPA 2018 / GDPR): Consent, Legitimate Interests and Legal Obligation.
We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include information to communicate, share information about church services and other events in the life of the church, pray for you and provide other Christian services to you. Further personal information may be stored for someone who joins a team to schedule volunteers for teams and communicate all they need to know for the smooth running of church services and events, to use a church vehicle, or for volunteering in specific roles.
For those wishing to donate to Equippers Church we may hold this data as a financial record.
As part of our services, we may collect personal health information (such as your medical conditions to determine your eligibility to participate in certain events or activities). When collecting personal health information, we will obtain consent to such collection and explain how the information will be used and disclosed. We will only request and use this information to ensure we meet your needs and are kept safe in the course of Equippers Church events and activities.
We will not use personal health information beyond the consent provided unless further consent is obtained or in accordance with any applicable law.
We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is legitimate interest, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is legitimate interest, namely the proper protection of our business against risks.
In addition to the specific purposes for which we may process your personal data set out in, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
Please do not supply any other person’s personal data to us.
We may disclose your personal data to our insurers and/or professional organisations as part of the function of Equippers, insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
Below is a list of the third parties where your data may be used and their privacy policies.
Zoho UK Specific - https://www.zoho.com/en-uk/privacy.html
Planning Center - https://www.planningcenter.com/privacy
Additional Adobe https://www.adobe.com/uk/privacy/policies.html
Churchsuite - https://churchsuite.com/privacy-policy/
Quickbooks - https://www.intuit.com/privacy/statement/
Google G-Suite - https://policies.google.com/u/1/privacy?hl=en-GB&fg=1
Asset Tiger - https://www.myassettag.com/assettiger/privacy
NHS Track and Trace Covid - https://covid19.nhs.uk/our-policies.html
Facebook - https://www.facebook.com/privacy/explanation
Whatsapp - https://www.whatsapp.com/privacy
Instagram - https://help.instagram.com/519522125107875
In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
This section sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. Our retention of your personal data is linked to your actions.
We will retain your personal data as detailed in the Equippers Data Retention Table:
We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
We may update this policy from time to time by publishing a new version on our website.
We have summarised the rights that you have under current data protection legislation. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the Information Commission’s Office (www.ico.org.uk) for a full explanation of these rights. You may instruct us to provide you with any personal information we hold about you.
Your principal rights under data protection law are:
You have the right to confirm as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data.
You have the right to have any inaccurate personal data about you rectified and, considering the purposes of the processing, to have any incomplete personal data about you completed.
In some circumstances, you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data that are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
You can contact us at any time to have your details removed by us, to update your information or to otherwise tell us how you would like to receive information from us – the choice is yours.
If you want your personal information to be removed from our systems and do not want to be contacted, please use the opt-out options that are available in our email and text communications or e-mail firstname.lastname@example.org and confirm which details you would like removed. We may contact you to confirm your identity before completing your request, and there are some details we may be legally required to retain (e.g. your details to claim and report on Gift Aid claims to HMRC).
To update your personal contact details and preferences, please email email@example.com giving old and updated details you wish to be changed.
If you have previously objected to receiving information by email or post for example, but would now like to change your mind and receive information then please complete the online form at www.equippers.co.uk/hello
You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected or deleted, unless we are under a legal obligation to retain it.
You can contact us at any time to obtain details of the personal information we may hold about you. Please e-mail DPO@equippers.co.uk or write to: Data Protection Officer, Equippers Church, Suite 4, Monument House, Monument Hill, Weybridge, KT138RN. We will send you a Subject Access Request form – you will be asked to complete this and may be asked to provide proof of your identity. We hold the right to request payment for any requests, or under some circumstances not perform your request. We will respond to all Subject Access Requests within 30 days of receipt of a completed request.
We take all reasonable steps to ensure the security of personal information we hold and to protect it against loss, misuse or unauthorised access, destruction, use, modification or disclosure. Personal information will only be kept for as long as necessary to achieve the purpose it was collected for.
We regularly review and enhance our technical, physical and managerial procedures and rules to protect your personal data from unauthorised access, accidental loss and/or destruction, along with providing regular training for all Equippers personnel responsible with handling your data.
We hold all personal data in a number of secure electronic systems, including Google G-Suite, Planning Center, Eventbrite and MailChimp. These systems are password protected and comply with applicable security standards. We ensure that only authorised staff and volunteers with prior data protection training are permitted to have access to these systems, and we review access and data retention policies on a regular basis.
Equippers Church does not use any forms of automated decision-making or profiling that involve the use of personal information.
You may request that you be dealt with anonymously, provided that it is lawful and practicable. We will try to accommodate a request for anonymity wherever possible, however we note that in some circumstances, this may prevent us from practically and effectively communicating with you.
When will we disclose your information to others?
We will not disclose any personal information to third parties unrelated to Equippers Church, where third parties are used, it is with consent and provision of the data via the third party for Equippers use. . We may, however, be obliged to disclose your personal information to meet any legal or regulatory requirements or obligations in accordance with applicable UK or European law (e.g HMRC to claim Gift Aid).
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
Blocking all cookies will have a negative impact upon the usability of many websites.
If you block cookies, you will not be able to use all the features on our website.
We are a registered company registration number: 04395378 and charity registration number 1091642 under registration number. Our registered office address is Suite 4, Monument House, Monument Hill, Weybridge, KT138RN.
If you are unhappy with the way that we have processed or handled your data then you have a right to complain to the Information Commissioner’s Office (ICO). The ICO is the supervisory body authorised by the Data Protection Act 2018 to regulate the handling of personal data within the United Kingdom. The contact details for the Information Commissioner’s Office are:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone: 0303 123 1113