Glossary of terms
Data – any personal information about an individual
Processing – processing is simply the use of data by Wycliffe
Data Processor – any party that works with data held by the data controller (e.g Wycliffe itself and iKnow)
Data controller – Wycliffe is the data controller
EEA – European Economic Area
GDPR – General Data Protection Regulation
We/Us/Our – when these terms are used we refer to Wycliffe Baptist Church
We may input personal information into iKnow or may ask you to do so yourself. We may collect information from you in person or we may ask you to fill in paper forms or input information into other systems that the church uses.
- how we collect your personal information on iKnow
- how we use your personal information
- who we may share your personal information with
- about the transfer of personal information outside of the European Economic Area (EEA)
- how long we keep your personal information
- what we do to protect your personal information
- what choices you have in relation to your personal information
What is iKnow and how else might we collect data?
iKnow Software is used by Wycliffe to hold individuals data securely and efficiently and to use that data to provide services to the people we deal with. These include providing pastoral care, rota management, contacting people in different ways and so on.
Wycliffe attenders will be provided with access to a user account on request, which they can use to provide us with information (including personal information), update preferences and access options to allow the booking of church events and recording attendance. iknow should bring benefits to everyone as we can stay in touch with you much more easily and you can provide us with information in a quick and efficient way.
In addition to what you or we add directly to iKnow , we may also collect information from you in person or on paper forms or online forms within other systems. Later in this document we have also included information about other forms of processing that we may carry out.
What information we process about you
We may collect the following information about you:
- your name and address
- your mobile phone number
- your email address
- whether or not you are ordained or in holy orders
- any ecclesiastical permissions you hold
- your marital status
- your age and gender
- information about your family
- your education and employment
- your role(s) within the church (if appropriate)
- any membership of a PCC or status as a representative for the church
- attendance at meetings, events and training
- the result of a DBS check
- information about your use of iKnow
- information we collect and record as part of pastoral care (this will include anything you tell us unless you tell us not to record it)
- payment details when booking events
- donations to the church
- any additional information you provide to us
- any teams or groups you are involved with
- when you are unavailable for serving on rota
- dates and times that you are on a rota
Sensitive Personal Information
We may also collect, store and use the following “special categories” of sensitive personal information (if you give us this information):
- information about your health, including any mental or physical conditions that you notify us about
- your religious beliefs
- your racial origin
- your sexual orientation
- any criminal record
Personal Information you give us
We may collect personal information from you when you attend church and speak to us in person. You may also fill in one of our paper forms, or a form available in a different electronic system.
We collect personal information from you when you or we set up a user account in iKnow. If we set up an account on your behalf, then we will input personal information from you that we collected from you in person, on paper forms and from contact forms on our website. We will also collect information from you when you update your user account on iKnow.
Our legal basis for using your information
The law only allows us to use your personal information in certain limited circumstances. We have listed these below and what information they allow us to process.
1) Where it is necessary for our ‘legitimate interests’
The GDPR specifically states that a church may use ‘legitimate interests’ to process personal information relating to those who go there for whatever reason. We consider that ‘legitimate interests’ is the most appropriate condition under which we process your data, as you would reasonably expect that we would have to process your personal information in order to provide the full range of services offered within our church. We have put safeguards into place to ensure that your personal information is protected and that your fundamental rights and freedoms are not overridden.
Examples of how we may use your information for administration purposes:
to set up your iKnow church account
so that we can keep a record of your attendance at Church, Bible classes and at other events and meetings
to provide you with pastoral care and other support that you have requested and we believe would be helpful to you
to organise volunteers and put together rotas
2) Where you have consented to us using your personal information.
3.) Where we need to perform the contract we have entered into with you
Examples of how we may use your information in order to comply with a contract that we have entered into with you:
to buy tickets for events
to administer iKnow(such as troubleshooting, data analysis, research)
to tell you about changes to our website, software or iKnow that will affect your use of iKnow
to help us (or the software developers) improve iKnow
4.) Where we need to comply with a legal obligation
Examples of how we may use your information to fulfil a legal obligation:
keeping records for gift aid purposes
to prevent and detect fraud
to protect children and vulnerable adults
How we use your sensitive personal information
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
- in circumstances where you tell us information in order to obtain support and pastoral care from us – for example this could relate to physical or mental health)
- where we need to carry out our legal obligations (e.g. ensure DBS checking is done where appropriate)
- where it is needed in the public interest and in line with our data protection policy
- where It Is needed in connection with our children and vulnerable adults protection policy
Less commonly, we may process this type of information where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
What this means in practice
We may use your sensitive personal information in the following ways:
- we may record your mental or physical health, racial origin, sexual orientation or criminal record in order to provide you with support and pastoral care. We may also use this information to help you access support and benefits if appropriate and requested by you
- your religious beliefs in order to administer your membership of our church
- your DBS check (which may contain information relating to criminal offences or presence on a register) to decide your suitability for roles in the church
Information about Children
Whilst information relating to children is not considered to be special category information, it is information that is given specific protection. Where the child is under the age of 13 we will always ask for the consent of parents before allowing the child to set up an account in iKnow church and ensure that the parent are able to access and administer the account.
Where a child is 13 or over then we will permit the child to have their own iKnow account, but we may (if we believe it to be appropriate in the circumstances) inform the parents. We will tell the child at the time of signing up that we may inform their parents and we will only do this where it is appropriate and lawful to do so.
Sharing your Personal Information
Other third parties
We may share parts of your information with certain third parties including:
- other members of our church so that they can provide you with support and pray for you
other churches – if you request us to pass on your information either to them or from them (if you move)
- support services and benefits providers (e.g. local authorities, your doctor)
- our software providers who need to see your information in order to keep our database up and running
We work with iKnow who in turn work with the following organisations all of whom will process parts or all of your data from time to time:
- Edit Websites Limited (provider of iKnow Church software – www.iknowchurch.co.uk)
- Pulsant (for storage of data)
- SendGrid (for sending emails)
- HMRC (for claiming of Gift Aid)
- WorldPay (for processing of Card Donations)
- Text Marketer (sending of text messages)
Legal Requirements and Law Enforcement
Third Party Privacy Policies
The Services may contain links to websites owned by other organisations. If you follow a link to another website, these websites they will have their own privacy policies. We suggest that you check the policies of any other websites before giving them your personal information as we cannot accept responsibility for any other website.
Keeping your Personal Information
How we store your personal information
The security of your personal information is important to us.
We use appropriate technical and organisational measures to safeguard personal information and encryption technology where appropriate to enhance privacy and help prevent information security breaches.
Any personal information that we provide to you will be held within the EEA.
All third parties who provide services to us or our software provider are required to sign a contract requiring them to have appropriate technical, administrative and physical procedures in place to ensure that your information is protected against loss or misuse.
All information you provide to us is stored on our secure servers or on secure servers operated by a third party. Information on our third-party providers can be found above.
Retention of information
We only hold your personal information for as long as necessary for the purposes for which we collected your information.
We will only continue to store personal data relating to you where there is a reasonable possibility of an ongoing relationship. We also take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned. We retain personal data about gifts and gift aid declarations for up to 7 years after the tax year to which they relate.
We have set these timescales in accordance with any applicable legislation and where none exists then we will keep your information for the duration of any contract that you have entered into with us and then for a period of 7 years after which time it will be deleted.
If you choose to send us information via email, we cannot guarantee the security of this information until it is delivered to us.
Access to information
You have the right to access information that we hold about you. If you wish to receive a copy of the information that we hold, please contact the church office.
Changing or deleting your information
You can ask us at any time to change, amend or delete the information that we hold about you or ask us not to contact you with any further communications. You can also ask us to restrict the information that we process about you.
You can request that we change, amend, delete your information or restrict our processing by emailing us at the office.
Right to prevent Automated decision making
You have a right to ask us to stop any automated decision making. We do not intentionally carry out such activities, but if you do have any questions or concerns we would be happy to discuss them with you and you can contact us at the office.
Transferring Personal Information
You have the right to request that your personal information is transferred by us to another organisation (this is called “data portability”). Please contact the office with the details of what you would like us to do and we will try our best to comply with your request. It may not be technically feasible, but we will work with you to try and find a solution.
If you have been through the internal complaints procedure and are still not happy with the result, then you have the right to complain to the Information Commissioner’s Office. They can be contacted as follows:
Address: Information Commissioners Office
How to Contact us
To exercise all relevant rights, queries or complaints please contact us using the following details and we will do our best to assist you.
Address: Wycliffe Baptist Church
233 Kings Road
E-mail: [email protected]
This document was last updated on May 10th - 2018. V2