Privacy Policy

What is the purpose of this Privacy Policy?

New Life Christian Fellowship, Broxburn is a “data controller.” This means we must tell
you certain information when processing your personal information. 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.

If you have any queries about this Privacy Policy or how we use your personal
information, please contact
Richard Iredale ​ who can be contacted at 76, Beechwood Grove, Uphall Station, West
Lothian, EH54 5QJ or call 07828841488

This Privacy Policy tells you:

● What personal information we collect about you
● How we collect your personal information
● How we use your personal information
● Who we may share your personal information with
● Any transfer of personal information outside of the 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

We last updated this Privacy Policy on 4 th December 2018

Personal Information we process about you

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
● any ecclesiastical information
● your marital status
● your age and gender
● information about your family
● your education and employment
● your role(s) within the church (if appropriate)
● attendance at meetings, events and training
● to carry out a Disclosure Scotland check
● the result of a Disclosure Scotland check
● 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 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 attraction
● 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 also keep any changes in information you give to us.

How we use your Personal Information

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 its members to administer your membership to the
church. We consider that this is the most appropriate condition for us to administer your
membership of our so you can take full advantage of all our services. 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:

● so that we can keep a record of your attendance at church, teaching/minstry
events 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
We may also use legitimate interests to send out our promotional materials but only
where such materials relate directly to the church or events we are organising and you
have not told us not to send you such information.

2) Consent

Where you have consented to us using your personal information. Examples of how we
may use your information with consent:

● We may ask for your consent to send promotional communications out to you,
including information about our events and other activites.
● We may also ask for consent where you have given us information as part of our
pastoral care and asked us to use it for a certain purpose.

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 or other activities
● to tell you about changes to our website or software

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 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:

  1. In limited circumstances, with your explicit consent recorded in writing (e.g.
    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).
  2. Where we need to carry out our legal obligations (e.g. ensure Disclosure
    checking is done where appropriate)
  3. Where it is needed in the public interest and in line with our data protection
    policy.
  4. 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:

● your mental or physical health, racial origin, sexual attraction 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 Disclosure check (which may contain information relating to criminal
offences or presence on a register) to decide your suitability for roles in the
church.

In all cases where we require consent, we will seek your written consent or record your
consent in writing to allow us to process certain sensitive data. If we do so, we will
provide you with full details of the information that we require and the reason we need it,
so that you can carefully consider whether you wish to give your consent. You should
be aware that it is not a condition of your contract with us that you agree to any request
for consent from us.

Sharing your Personal Information

Other third parties:
We may share your information with certain third parties including

● With 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)

We work with the following organisations:
 HMRC (for claiming of Gift Aid)
 MailChimp
 Your Bank for processing electronic payments

Legal Requirements and Law Enforcement
We may also disclose your personal information to third parties:
If we are required by law. This includes exchanging information with other organisations
such as law enforcement agencies.

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 keep it
secure.

Retention of information
We only hold your personal information for as long as necessary for the purposes for
which we collected your information.

We have set 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.

Emails
If you chose to send us information via email, we cannot guarantee the security of this
information until it is delivered to us.

Your rights
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 at admin@nlcfbroxburn.uk or write
to us at the address above.

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 promotional information. 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 admin@nlcfbroxburn.uk.

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 us at
admin@nlcfbroxburn.uk with the details of what you would like us to do and we will try
our best to comply with your request. If may not be technically feasible, but we will work
with you to try and find a solution.

Complaints
If you make a request to us under this Privacy Policy and you are unhappy with the
response, you can ask for the request to be reviewed under our internal complaints
procedure.
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:
Website: ​ ​www.ico.org.uk
Telephone: 03031231113

Address: Information Commissioner’s Office Wycliffe House
Water Lane

Wilmslow
Cheshire
SK9 5AF

Changes to our Privacy Policy
We review our Privacy Policy to check that it accurately reflects how we deal with your
information and may amend it if necessary. You may check this page to see the most
up to date information.

How to Contact us
If you have any comments and requests regarding this Privacy Policy which can be sent
to admin@nlcfbroxburn.uk