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Privacy Notice

Our details

Address:

62-64 Castlegate
Malton
YO17 7DZ

Phone: 01684 588 983

E-mail: office@elimryedale.net

Data Protection Officer

Address:

Elim International Centre
De Walden Road
Malvern
WR14 4DF

Phone: 01684 588 983

E-mail: dpo@elimhq.net

Phone: 01653 697796

Purpose of this privacy notice

The purpose of this privacy notice is to explain what personal information we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided above.

Who this privacy notice applies to

This privacy notice applies to you if you:

Are a member of the church, service user or visitor.

Personal information we collect

We currently collect and process the following personal information:

  • Name, address, telephone number, email and date of birth where relevant.
  • Financial information such as bank details, donation amounts, and Gift Aid details.
  • Details on immediate family to help us understand how the Church can best serve you and your family.
  • Photos, videos and audio for use on our website and social media plaIorms where explicit consent has been given.
  • Information collected as part of the pastoral care work of the Church (unless you request for no record). This may include information classed as sensitive personal data such as health and mental conditions, religious beliefs, and racial origin that you may inform us about.

How we get the personal information

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Church Partnership.
  • Visitors - Because you want to find out more about the church.
  • Church events.
  • Small groups.
  • Office directory.
  • Appointments.
  • You complete a gift aid form.
  • Make a donation through standing order or smart giving,
  • You join a church endorsed social media group.
  • You complete a children or youth registration form.
  • You make contact through our website.
  • You communicate with the Church through email, leder, telephone or social media.
  • You complete a DBS check or volunteer form.
  • Register for and adend a Church event .

Your data will be handled by Elim Ryedale staff and leadership team unless you agree for information to be shared more widely within the Church. For example, contact details available for other Church members to reach you.

We also may receive personal information indirectly, from the following sources in the following scenarios:

  • Pastoral care and visitation

What we do with your personal information

We use the personal information that you have given us in order to:

  • contact you about official church news and events.
  • distribute monthly updates.
  • opportunities to get involved with the church.
  • provide pastoral care and support.
  • Processing donations to church including gift aid.
  • Safeguarding of children and vulnerable adults.
  • Manage church partnerships, accounts and records (such as baptisms, dedications, and marriages)
  • To place people in small groups related to location.

Sharing your personal information

Elim Ryedale will treat all your personal data as private and confidential with access limited to key people.

within the leadership and administration of the Church based on the access their specific role requires.

There are four potential exceptions to this:

  1. Where we are legally compelled to release data.
  2. Where there is a duty to the public to disclose.
  3. Where disclosure is required to protect your interest.
  4. Where disclosure is made at your request or written consent.

Our lawful basis

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are;

  1. Your consent. You can contact us to remove your consent at any time.
  2. Legal Obligation - We have a legal obligation when recording and claiming Gift Aid, data related to employment, data related to safe-guarding children and vulnerable adults and detecting fraud.
  3. We have a legitimate interest - As a means to make a follow-up contact to see if we can help you find a spiritual home either with us or another local Church. If the invitation is declined then all contact details will be removed. This basis would also apply to recording details for Church events such as marriages, dedications and baptisms.

How we store your personal information

Your information is securely stored.

Church database: Securely stored on church suite plaIorm soEware.

Finance Data: Securely stored on NatWest Bankline and LCAS System.

Social Media: Social media platforms used by the Church such as Facebook,, WhatsApp these have their own terms and conditions all users must satisfy based on the platform provider you sign up to. The Church will only post personal information with written consent from the individual.

Paper Notes: Any paper notes for example on safeguarding, consent forms, financial information etc are kept secure in locked filing cabinets with restricted access.

Church emails are used where necessary to keep Church information stored away from personal emails for key Church workers.

How long we keep it

  • Information relating to the Church accounts and Gift Aid are kept for seven years.
  • Information relating to marriages, dedications and baptisms are permanent.
  • Contact details and member records would be kept no longer than 2 years after last contact with the Church had occurred.
  • Employment and volunteer records would be kept for six years after the termination of the role.
  • Where information relates to a child the records may be retained for longer, normally until the child reaches eighteen.
  • Data relating to events organised by the church would be retained for 2 years after the event.

International Transfers

All data is processed and stored in the UK.

Your data protection rights

Under data protection law, you have rights including:

  • Your right to be informed – You have the right to know what personal information we have about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
  • 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 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.
  • Your right not to be subject to automated decision-making. We do not use automated decision-making.

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.

Please contact us if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this privacy notice.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s contact details are:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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