Members and other contacts
This statement explains how Aigburth Community Church (ACC) handles and uses data we collect about our church members and other contacts (e.g. those who hire the Parish Hall, referred to throughout as Hall Users), past, current and future.
Where in this statement we refer to ‘we’ or ‘our’ or ‘us’ we are referring to the ACC staff and eldership and where we refer to ‘you’ or ‘your’ we are referring to our church members and other contacts.
In summary we will use your data to manage and develop the ongoing relationship between you and ACC as part of our church family or as users of the Parish Hall.
Unless specified below we will retain your data indefinitely or until you request us to do otherwise. When changes are made to this statement, we will publish the updated version to our website and notify you by other communications channels as we deem appropriate or necessary.
The controller for your personal data is Aigburth Community Church, ℅ 20 Woodlands Road, Liverpool L17 0AW. The person responsible for data protection at the time of issue, and the person responsible for monitoring compliance with relevant legislation in relation to the protection of personal data, is the Office Manager. Their email address is firstname.lastname@example.org.
Except where indicated otherwise in this statement the legal basis for processing your personal data is that it is necessary for the purposes of our legitimate interests, where we have concluded that our interests do not impact inappropriately on your fundamental rights and freedoms. You may ask us to explain our rationale at any time.
How your data is used by ACC
We collect and process your personal data, as specified below, for a number of purposes, including:
Church members and attendees at church activities
- to communicate church business and events that we believe will be of interest to you and are a means of you contributing to the life of ACC and its community;
- sending e-notices and other news via email;
- internal reporting and record keeping (e.g. attendance at events);
- the issuing of references when requested by church members or attendees;
- Sunday School/Roots/Impact health and registration forms are kept for information/consent whilst the children are in our care;
- maintaining a Members’ Prayer Directory (MPD) containing current contact details and photos of all members for the purposes of prayer and so that church members can contact one another;
- encouraging church members to make a financial contribution to ACC and processing such contributions;
- carrying out DBS checks and keeping a record of church members’ DBS status;
- Hall Users’ details are kept for invoicing and general communication relating to the letting of the hall;
- One-off booking details are kept for 6 months from the date of the event for communication before and immediately after the booking (e.g. returning lost property).
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below.
If you are a new contact for our Church Office, we will ask you at the outset whether you would like to receive the weekly e-notices email. If you are already receiving such communications, you are able to ask us to stop sending you news and other communications by emailing email@example.com. You may request changes at any time.
Upon appointment as a church member you will be added to the church members’ email lists and Members’ Prayer Directory (MPD) and will remain on the lists until you resign your membership.
We will retain the health/registration forms for children who have attended our groups for as long as the child remains in the age bracket of that group. With the parent/guardian’s permission, the forms will move up with the child to the next age group, or will be destroyed if the child is no longer attending.
How we share your personal data
Personal data of our church members is shared amongst church members in order for us to support one another well. This is principally done through the quarterly distribution of the MPD. Ministry teams will also share details amongst themselves, e.g. housegroup whatsapp groups or Sunday School leaders’ email groups.
We maintain an electronic database of all ACC contacts, hosted securely by Planning Center. Additionally we maintain other electronic and paper records.
Leaders of children’s groups will have access to the health/registration forms in order to care for your children appropriately.
We can also facilitate communication between individual contacts but in doing so we do not release personal contact details without prior permission.
Hall Users’ contact details are only seen by members of staff and those responsible for opening and locking up for party bookings.
You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); to object to communications or direct mailing; and to ask for the transfer of your data electronically to a third party (data portability). Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.
Where you opt out of all future communications or exercise your right to erasure, we will continue to maintain a core set of personal data (e.g. name, membership status). We may also need to retain some financial records about you for statutory purposes (e.g. Gift Aid or other accounting matters).
You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office at https://ico.org.uk/concerns/
Aigburth Community Church, ℅ 20 Woodlands Road, Liverpool L17 0AW
Telephone: 0151 378 7425
Registered charity 1129291