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What information do we collect?

Personal information is any information that can be used to identify you. So, for example, if you have provided your details for pastoral, safety reasons (emergency contact details etc.) and/or as a participant in one of the many ministries/clubs run by the church and/or donate money via your bank, we may collect and process the personal information thatyou’ve provided.

This personal information may include your name, email address, postal address, telephone or mobile number, date of birth, financial details, UK Tax payer information (for Gift Aid), credit/debit card information, as well as how you came to find us by leaving your contact details following a visit.

We may also collect details of your visits to our website, for example your location data.

Keeping your information up-to-date

To make sure we always have the most up-to-date information about how to contact you, we may also, from time to time, ask you to update your records to reflect any changes to your personal information.

This information will always come directly from you. We will never use a third party to gather information on you.

How we might use your data?

There are broadly eight ways that we may use your personal information, all to help us provide the most relevant and personalised service for you and to better understand the pastoral needs of our church family:

1. To provide you with information on our services you’ve requested orwhich we feel may interest you.

2. To allow you to participate in church activities. The communication may take the form of an email, be sent by post or by telephone or text message but only when you have provided the contact details in order for us to do so.

3. To analyse and improve the services offered on our website.
This means we can provide you with the most user-friendly navigation experience we can.

4. To process personal information to help us with our ministry work and pastoral activities

5. For the purposes of membership analysis and, where you have consented to us doing so.

6. To help us with our ministry and/or pastoral activities and to provide you with the most relevant information and support.

7. To process personal information via 3rd party software for the purposes of profiling and understanding who visits our site.


This could be analysing demographics to inform our pastoral activities.


For example:

Age: Some communications would exclude church members/friends whose known age is not within the target audience i.e. for CAMEO or Tots & Toys.

Gender: Gender is also used for some communications. For example, for Dads Cinema Club.

Targeting: We may also add information to members’/friends’ personal information to help us with our targeting. Such information would not be personally identifiable or specific to you, but rather would give an indication of the type of member/friend you are. For example, if you live in an area that predominately consists of families with young children, this would provide an indication of this.


However, you have the right to object to the use of your personal information for profiling. For information on how to exercise these rights,please see the section on ‘Your Rights’ below.

8. To match information collected from you through different means or at different times.


That could include using information collected online and offline. This is to ensure that the information we hold about you is up to date and accurate.

How long will we keep your data?

We always have your best interests at heart and your personal information will not be retained by Chiltern Church for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations mentioned below.

We will retain personal data in accordance with our data retention policy, set out below. We review our data retention periods for personal information on a regular basis.

We hold personal information (subject to you providing it) relating to:

  • You as an individual (Name, address, email, telephone number for example).

  • Family profile (Married, Children’s names for example).

  • Church activities you attend or help support.

We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid, for the purposes of Adult, Young Adults and Child Protection purposes or to support certain financial transactions.


We will also hold information about your details so that we can respect your preferences for being contacted by us.

The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing

How will we contact you?

It’s only with your support that we can share the ministry of our church and carry out our pastoral care. That’s why we would love to keep you posted with news about the work that is going on, how your support can make a difference and the variety of exciting ways you can support the church in the future.

However, of course, we will not contact you again if you ask us not to. This can relate to all communications with you from Chiltern Church or to certain channels of communication. You can contact us to change your contact preferences by emailing

How to best protect yourself and your personal data?

To protect yourself when sending us sensitive information online, please ensure that you use devices running supported operating systems that are regularly patched and incorporate some form of malware protection. Only connect your devices to networks that you trust.

Securing your passwords

Where we may give you a password in the future (or where you have chosen) a password which enables you to access certain parts our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.

Posting or sending inappropriate content

If you post or send any content that we believe to be inappropriate or content in breach of any laws, such as defamatory content, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.

Posting or sending content you do not own

We have the right to disclose your identity to any third party claiming to own any content that you post on the church website.

Where do we store your data?

The personal information we collect, when in paper form, will be held securely in locked cabinets and/or cupboards. Access to this information will be strictly limited to the persons responsible for the management of that Ministry area.

The personal information collected and/or stored on you electronically may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by individuals operating outside the EEA who are working on our behalf i.e. where we use 3rd party software. This includes staff engaged in, among other things, the processing of your payment details and the provision of support services on our behalf.

By submitting your personal data, you agree to this transfer, storing and processing at a location outside the European Economic Area.

We have taken all steps reasonably necessary to make sure that your data is treated securely and in accordance with this privacy policy. We will do our best to protect your personal data and ensure that it will be held in compliance with European data protection regulations.

Unfortunately, the transmission of information you may provide us via the Internet is never 100% secure and we cannot guarantee the security of your data transmitted to our website. This means any such transmission is at your own risk.

In cases when we use external websites provided by other organisations such as Mailchimp, Twitter, ChurchSuite, YouTube or Facebook for example, then we would ask you to consult their privacy policies.

Your rights

If you wish to exercise any of your rights, as listed below please write to us at

a. Access to your personal information;

b. Objection to processing of your personal information;

c. Objection to automated decision-making and profiling;

d. Restriction of processing of your personal information;

e. Your personal data portability;

f. Rectification of your personal information; and

g. Erasure of your personal information.

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations.

Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:

a. The purposes of the collection, processing, use and storage of your personal data.
b. The categories of personal data stored about you.
c. The recipients or categories of recipients to whom your personal data has been or may be transmitted.

d. The envisaged period of storage for your personal data or the rationale for determining the storage period.

e. The use of any automated decision-making and/or profiling.

You can make the above request by emailing or by writing to:

Chiltern Church, 83 Chiltern Road, Sutton, Surrey, SM2 5QY

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

MAY 2018


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