DATA PROTECTION AND PRIVACY POLICY

Introduction

Sharnbrook Evangelical Church takes the protection of personal data seriously. This policy explains how we collect, use, store, and protect personal information across church life, including membership records, communications, and children’s activities (JC’s Club and associated holiday clubs).

We aim to be transparent, responsible, and respectful in how we handle all personal information.

What information we collect

We may collect and store the following types of personal data:

• Basic contact details (name, address, phone number, email address)
• Church involvement information (roles, responsibilities, ministries, attendance records)
• Communication preferences
• Limited additional information needed for pastoral care or safeguarding purposes
• For JC’s Club and associated holiday clubs: child and parent/guardian contact details, emergency contact information, and relevant medical or safeguarding information where required for safe care

How we use personal data

We use personal data for the following purposes:

Church life and pastoral care

• Keeping in touch with individuals about church activities
• Supporting pastoral care and discipleship
• Organising church life and ministry responsibilities
• Producing a printed church directory for members and regular attenders (where appropriate and with consent where required)

Communications

• Sending church updates via email and messaging platforms (including WhatsApp groups)
• Sharing information about services, events, and prayer needs

JC’s Club and associated holiday clubs

• Registering children and maintaining safe attendance records
• Contacting parents or guardians in relation to sessions
• Ensuring the safety and wellbeing of children in our care
• Meeting safeguarding and child protection responsibilities

Legal and safeguarding obligations

• Complying with applicable legal requirements
• Meeting safeguarding responsibilities for children and vulnerable individuals

We do not use personal data for commercial purposes, and we do not sell or share it with external organisations for marketing.

Lawful basis for processing

We rely on the following lawful bases under UK GDPR:

• Legitimate interests – to support normal church life, communication, pastoral care, and organisation
• Consent – for optional uses such as inclusion in printed directories or specific communication preferences
• Legal obligation – where required for safeguarding or other statutory duties
• Vital interests / safeguarding necessity – where required to protect the safety and wellbeing of children or vulnerable individuals (particularly in JC’s Club and holiday clubs)

Who can access your data

Personal data is only accessed by authorised church leaders and volunteers who need it to carry out their role.

We do not share personal data outside the church community except:

• Where required by law
• Where necessary for safeguarding purposes
• With service providers acting on our behalf (e.g. email systems), where appropriate safeguards are in place

How we store and protect data

Our main church database is stored securely in encrypted form on a password-protected system

• Access is restricted to authorised church leadership, including the appointed Data Protection Officer
• Paper records (where used) are kept securely and access is limited
• Reasonable technical and organisational measures are used to protect against unauthorised access, loss, or misuse

WhatsApp, email, and church communications

We use email and messaging platforms (including WhatsApp groups) to support communication within church life.

These tools are used for:

• Sharing information about services, events, and church activities
• Encouraging fellowship and pastoral care
• Coordinating church teams and responsibilities
• Sharing prayer points and time-sensitive updates

How contact details are used

• Email addresses and phone numbers are used only for church-related communication
• Contact details are not shared outside church membership or regular attenders without permission
• WhatsApp groups are used for group communication only and are not intended as public forums

Group management

Church leaders or appointed volunteers administer communication groups

• Individuals are added based on involvement in church life and reasonable expectation of communication in that context
• Individuals may leave groups or opt out of email communications at any time
• Requests to be removed from specific communication channels will be acted on promptly

Expectations within groups

To protect privacy and maintain trust:

• Contact details of others should not be shared outside the group without permission
• Communications should remain appropriate to church life and respectful in tone
• Sensitive pastoral matters should not normally be discussed in group settings unless appropriate safeguards are in place

Safeguarding

Any safeguarding concerns are not handled through group messaging and will instead be referred to the church safeguarding lead or appropriate external authorities.

JC’s Club and associated Holiday Clubs (Children’s work)

JC’s Club and any associated holiday clubs (including seasonal children’s activities run by the church) collect limited personal data to ensure children can be safely welcomed, registered, and cared for.

We collect:

• Child’s name and basic personal details
• Parent/guardian contact details
• Emergency contact information
• Relevant medical or dietary information where necessary
• Any safeguarding information relevant to safe care

We use this information only for:

• Safe running of JC’s Club and holiday club activities
• Contacting parents/guardians when needed
• Managing attendance and registration
• Meeting safeguarding and child protection responsibilities

Lawful basis

We process this data on the basis of:

• Safeguarding necessity (to protect children’s safety and wellbeing)
• Legal obligation (where applicable under safeguarding law)
• Legitimate interests (for safe organisation of church activities)
• Consent (where required for specific optional uses)

Data handling and access

Access to this data is strictly limited to authorised leaders and volunteers involved in the activity. Data is stored securely and only shared where necessary for safeguarding or operational reasons.

Retention

Data is kept only for as long as necessary:

• For the duration of the relevant club or activity cycle
• For a limited period afterwards where required for safeguarding records or incident follow-up
• After this, data is securely deleted or archived in line with safeguarding best practice

How long we keep data

We retain personal data only for as long as it is needed for the purposes for which it was collected.

• Church contact and membership data: for as long as individuals remain connected with the church or wish to stay in contact
• JC’s Club and holiday club records: retained in line with safeguarding best practice and operational need
• Individuals may request removal or correction of their data at any time, subject to safeguarding and legal requirements

Your rights

Under data protection law, you have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your data (where appropriate)
• Withdraw consent where consent is the lawful basis
• Raise a concern with the Information Commissioner’s Office (ICO)
     

Contact details

If you have any questions about this policy or wish to update your details, please contact:

Myles MacBean
Church Elder & Data Protection Officer
Tel: 07816 276121
Email: myles@sharnbrookchurch.org.uk