Your Personal Information
This statement sets out how we will deal with any personal information we collect from you or that you provide to us. If you are a member of the Haven Community, the whole statement is relevant to you. If you are not a member, only parts of it will apply.
We will collect and deal with your personal information in accordance with the Data Protection Act 2018. For the purpose of the Act, we are the data controller of personal data we hold about you.
How we may use your personal information
Personal information that we collect may be used by us in a number of ways:
* To tell you about events that the community (or affiliates) is running which we think may be of interest to you;
* To provide pastoral care, support, teaching and challenge for you in accordance with the teaching of the Bible;
* To enable to maintain appropriate safeguarding arrangements for children, young people and vulnerable adults;
* To help you identify where you could serve in the life of the church;
* To help us organise rotas, small groups, volunteer groups and to communicate with you;
* To help us ensure that you continue to meet the criteria for and obligations of membership;
We will collect and handle your personal information either with your consent or because it is necessary for us to do so for the purposes of our legitimate interests outlined above.
Information we may collect from you
We may collect and process the following information about you:
* Names, titles, and aliases, photographs;
* Contact details such as telephone numbers, addresses, and email addresses;
* Where they are relevant to our mission, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants;
* Your service, attendance and/or participation at events and meetings run or hosted by us
* Information contained in emails or other correspondence from you and records of telephone calls or meetings with you
* Information contained in checks provided by the Disclosure & Barring Service
* Information that you share with us for the purposes of pastoral care, encouragement, training and prayer
* Information relevant to your suitability for membership of and service to the Haven community, employment by HAVEN or service with other Christian organisations
* Where you make donations or pay for subscriptions, donations, services, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
* The data we process is likely to constitute sensitive personal data because, as a church, the fact that we process your data at all may be suggestive of your religious beliefs.
* Where you provide this information, we may also process other categories of sensitive personal data: racial or ethnic origin, sexuality, mental and physical health, details of injuries, medication/treatment received, political beliefs, labour union affiliation, genetic data, biometric data, data concerning sexual orientation and criminal records, fines and other similar judicial records.
* Medical information where necessary to ensure that the care and hospitality that we provide for you is appropriate to your needs
* Details of your visits to our website (including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own purposes or otherwise) and the resources that you access
How we will collect information
We may collect information from others about you including from other members of the Haven Community or your home or previous church:
* To enable us to meet all legal and statutory obligations
* To help us ensure that you meet the criteria for membership;
* To enable to maintain appropriate safeguarding arrangements for our children and young people;
* To help us better support you and to provide pastoral care, support, teaching and challenge for you in accordance with the teaching of the Bible;
* To help us ensure that you continue to meet the criteria for and obligations of membership;
* Exceptionally, to deal with church discipline in accordance with the constitution.
Who we may share information with
We may share your information with others in Haven Comminity including:
* To ask the members of Haven to pray for you, along with other members;
* To enable them to provide pastoral care and support for you;
* To inform them that you are applying to be a member or that your membership has ended;
* On our on-line website, to allow other members to contact you
* To fundraise and promote the interests of the Community;
* To manage our membership and volunteer list
* To maintain our own accounts and records;
* To process a donation that you have made (including Gift Aid information);
* To seek your views or comments;
* To notify you of changes to our services, events and role holders;
* To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities;
* To process a grant or application for a role;
* To enable us to provide a voluntary service for the benefit of the public
* Our processing also includes the use of CCTV systems for the prevention and prosecution of crime.
We may occasionally share your information with others outside the church including:
* Where we are approached for a reference by another church or organisation.
* With our the people who host and maintain our website.
How we will store information
Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
The data that we control may be transferred and stored outside the European Economic Area (“EEA”), for example where our software providers store information on servers outside the EEA. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Where there is a transfer outside the EEA we will ensure that organisation to whom information is transferred is one which subscribes to equivalent standards under the Act.
We will take reasonable, necessary steps to ensure that your data is treated securely and in accordance with this privacy statement.
How long do we keep your personal data?
We will store your information for no longer than reasonably necessary, usually for the time that you are a member of the Haven Community. After this we may continue to hold your contact details for as long as you agree in order to keep you informed about the community.
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
1. The right to access information we hold on you
* At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.
* There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
2. The right to correct and update the information we hold on you
* If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
3. The right to have your information erased
* If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
* When we receive your request, we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
4. The right to object to processing of your data
* You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
5. The right to data portability
* You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
* You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
7. The right to object to the processing of personal data where applicable.
8. The right to lodge a complaint with the Information Commissioner’s Office.
Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Our Data Protection Officer
Our nominated representative for the purpose of the Act is Ade Buluro, our Convener. For further information about this privacy notice, how your personal information is used, how we store your information securely, your rights to access the information that we hold about you, including any requests to exercise your legal rights, please contact us via GDPR@havenx.org or writing to HAVEN – Expressions of worship, Suite 4, Pochard House, 7, Millward drive, MK2 2BW.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Updated Oct 27, 2018