Your personal data – What is it?
‘Personal data’ relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or information that is likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the ‘GDPR’).
The King’s House is the data controller (contact details in Contact us below). This means it decides how your personal data is processed and for what purposes.
HOW WE COLLECT INFORMATION ABOUT YOU?
We collect personal information each time you are in contact with us. For example, when you:
- Making a donation throughcompleting offering envelopes, via our website or electronic means
- Provide your contact details, in writing or orally, to Church staff or volunteers;
- Registering your details and/or your family details via an embedded form on our website or Google forms
- Register for a church event
- Register your child(ren) for our Play Scheme
- Purchase goods or services, including when you provide credit or debit card details;
- Attend church services or participate in other Church activities;
- Communicate with the Church by means such as email, letter, telephone;
- Have to face meetings with staff and volunteers
- Access social media platforms (Facebook, YouTube)
TKH does not hold any debit or credit card details for donations/payments carried out via our websites. All card payments are dealt by our service providers Paypal and Barclaycard, who encrypt card information.
What we collect
We may collect the following information:
- Your full Contact information including email address, contact numbers
- Your Childs name, age, and other relevant, necessary and statutory information required when registering your child for our Play Scheme or any one of Child or Youth retreat or scheme.
- Demographic information such as postcode, age category, preferences and interests
HOW WE USE YOUR INFORMATION
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our Trust Deed;
- To manage our employees and volunteers;
- To maintain our financial accounts and records (including the processing of gift aid);
- To maintain our own accounts and records (including the processing of gift aid applications);and for Internal record keeping
- To manage the Day-to day administration of the Church e.g. church membership records
- To Manage the administration of the King’s House Play Scheme
- To keep you informed by text, post, email and/ or phone call about church services, events, programs,news,activities and resources
- To carry out extensive safeguarding procedures (including recording of incidents, complaint handling etc.)
- To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are ill or bereaved)
- To improve our general ability to assist Church attendees and the wider community
- To fundraise and promote the interests of the charity;
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail.
- Our processing also includes the use of CCTV systems for the prevention of crime.
- From time to time we take still and moving images of TKH events, Play Scheme participants and their performances, in order to provide memories for each participants personal use, and for TKH publicity purposes. Images will only be displayed in and for The King’s House and for no other use. Anyone choosing to not be captured should please contact us.
What is the legal basis for processing your personal data?
- Explicit consentof the data subject so that we can keep you informed about news, events, activities and services.
- Legitimate interest, where you sign-up for TKH Play Scheme or any of our yearly community events, and we communicate with you about that event, both before the event, and in follow up after the event. Or in relation to routine church management involving rotas, lists of group members etc. Also,where we need to communicate with you about technical issue or bug within THK websites or apps that may affect you, or any security-related matter, for good governance and accounting, analysis and developing statistics.
- Legal obligationswhere processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement or contract in relation to letting out the church hall.
- Processing is carried out by a not-for-profit body with a religious or humanitarian aim provided:
- the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
- there is no disclosure to a third party without consent.
HOW WE PROCESS / HOW LONG WE KEEP YOUR PERSONAL DATA
The King’s House complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We periodically review the data we hold and delete data that is no longer relevant to our purpose for processing.
Specifically, we retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and church registers (eg marriages, funerals) permanently.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
CONFIDENTIALITY / WHO SEES YOUR INFORMATION
Your personal Information will be treated as strictly confidential and will only be shared with employees and volunteers of the church in order to carry out a service to other church members, to Play Scheme parents and participants, or for purposes connected with the church eg Outreach Initiatives.
TKH will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so, with the following exceptions:
By providing us with your details and consenting to the receipt of SMS and/or email notifications you are giving the Church your consent to transfer your data to our service providers including mailing houses, such as MailChimp and SMS Broadcast.
You have a right at any time to stop us from contacting you or changing your contact preferences by opting out or unsubscribing from any of our emails and/or calls.
TKH will ensure your personal information will adhere to strict confidentiality, we will ensure it is never given away unless required do to so by law.
YOUR RIGHTS AND YOUR PERSONAL DATA
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which the The King’s House holds about you;
- The right to request that The King’s House corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for The King’s House to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
- The right to lodge a complaint with the Information Commissioners Office.
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. Your information will be held for a reasonable period or as long as the law requires or permits.
As of 26th May 2011, we are required under EU law to tell you what cookies and other local shared objects this site sets:
A session cookie. It is stored in temporary memory and is not retained after the browser is closed. Session cookies do not collect information from the user’s computer. They typically store information in the form of a session identification that does not personally identify the user.
Anonymous cookies that monitor how the site is used by visitors. Used by us to analyse usage and improve the site. Includes number of visits to the site, where a visitor has come from and what pages are visited.
LINKS TO OTHER SITES
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information, which you provide whilst visiting such sites and this privacy
statement does not govern such sites. You should exercise caution and look at the privacy statement applicable to the website in question.
CHANGES TO THIS POLICY
We suggest that you check this page from time to time to ensure that you are up to date and happy with any changes.
To exercise all relevant rights, queries of complaints please in the first instance contact:
The King’s House, 4 Pegamoid Road, Edmonton, London. N18 2NG.
Tel: 020 8803 4528
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
The King’s House Trust is a Registered Charity. (Charity No: 1015766)
The King’s House is a member of The Evangelical Alliance. (Membership No. 243966)