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Purpose of this policy
At Portobello Baptist Church (PBC), we aim to be transparent and trustworthy in how we maintain and protect your personal information. This data protection policy sets out how and why your data is collected and stored and tells you about your privacy rights.
Who we are
PBC is a Scottish Charitable Incorporated Organisation (SCIO) and is the data controller of your data. This means we decide how your personal data is processed and for what purposes.
What information do we collect
Personal data, or personal information, means any information about a living individual from which that person may be identified.
We may collect information from you including:
Your name, gender and title
Your contact details including your address, telephone number and email address
Information you have provided to us through our contact points (email, phone, contact form, in person), which may include sensitive personal information.
Financial data including your bank account and payment card details where you make a donation to the Church.
Sensitive personal information including information about your religious beliefs
Camera or video footage which identifies you (where prior explicit consent has been obtained)
Information contained in checks provided by Disclosure Scotland, where required.
The information we collect is provided directly to us by you when you use our website, use the PBC portal of the ChurchSuite app, attend a church service in person or using Zoom or correspond with us via phone, post, email or otherwise.
We may also collect some information from you which is provided by third parties - for example if required for background checking or similar purposes and to comply with our legal and regulatory obligations.
How we use your information
To carry out our function as a church and to deliver our activities, we need to collect and store personal data. The only data we collect is in relation to the activities of PBC.
We may use your personal data for the following purposes:
To maintain our list of church members, former members, regular attendees and those involved in our community events
To provide our members and those connected with our church with pastoral support
To get in contact with you about news, events, rotas and meetings
To enable and maintain appropriate safeguarding arrangements for our children, young people and vulnerable adults
To process financial donations, fundraise and promote the interests of the church, and to maintain our accounts and records (including the processing of Gift Aid applications)
To allow third parties to book and use our church hall premises.
We use your personal data in the following lawful circumstances:
Where we have your consent to do so;
Where it is necessary for our legitimate interests to do so and we make sure we consider and balance any potential impact on you before we do so;
Where we need to process the information to comply with our legal obligations; or
Where it is needed to comply with the contract we have entered into with you.
Holding your personal data
We are committed to holding your personal data securely. We take steps to make sure the data we hold is relevant and limited to what is necessary, as well as being up to date. We will not keep personal data longer than is necessary for the purposes for which it was collected.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Sharing your personal data
We may share your information with:
The staff and leadership team of the church
Other members of the church where you have provided your consent. If you are using the ChurchSuite app you have control over the visibility settings of your personal information within the app.
Service providers who host our website, or other information technology systems, which hold or process your information on our behalf, under strict conditions of confidentiality and security.
In exceptional circumstances, with other third parties where the law requires us to do so.
Subject to the above, we will only share your data with third parties outside of PBC with your consent.
Your legal rights
You have the right to:
Request a copy of your personal data which PBC holds about you
Request that PBC corrects any personal data if it is found to be inaccurate or out of date
Request that your personal data is erased where it is no longer necessary for PBC to retain such data. If we are not able to comply with such a request for specific legal reasons we will tell you the reason why.
Withdraw your consent to the processing at any time where we are relying upon consent as the grounds for processing your information.
Request that we transfer some or all of your data to a third party.
Object to the processing of personal data where we are relying upon our legitimate interest (where applicable)
Request the restriction of our processing of your personal data in certain circumstances.
Lodge a complaint with the Information Commissioner’s Office (www.ico.org.uk)
Changes to this policy
PBC may amend this policy from time to time to ensure compliance with changes or amendments to the law of the UK. Any amended version will be available on our website. We suggest you visit our website regularly to keep up to date with any changes.
Other websites
Our website may, from time to time, contain links to and from other websites 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.
Contact
To exercise all relevant rights, queries or complaints, please email us at info@pbc.scot
or write to us at Portobello Baptist Church, 189 Portobello High Street, Portobello, EH15 1EU.
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