Frimley Baptist Church - Privacy Policy
June 2024
FBC Website & access to the FBC Electronic Address Book
Understanding Who Controls Your Data
This Privacy Notice applies when we are acting as the Data Controller with respect to the personal data we process about you. In other words, where we determine the purpose and the means of the processing, we are identified as the Data Controller, and we are responsible for controlling and safeguarding your personal data.
At Frimley Baptist Church we collect different types of information about our users for the following main reasons:
1. To provide a useful resource in the form of an online directory of users.
2. To provide an interactive website where email is used to communicate with the users.
3. To provide a security mechanism whereby we can restrict content to certain groups of users.
4. To help us to improve the service we offer.
Our principles
We are absolutely committed to protecting your privacy.
Our policy can be summarised in one sentence: We will not share your information with others without your consent.
We have established the following two principles:
1. We will respect your email privacy. You will only receive email from Frimley Baptist Church in relation to areas you have expressly signed up for.
2. We will not share any individual user details (including your email address) to any third party without your consent.
Information that We Collect About You and the Lawful Basis for Processing
We collect information on our users via a paper Registration Form, data from which is then used to populate our Electronic Address Book database.
The minimum information we need to register a user is your first and last name and a password. We also ask for some further, voluntary information so we can provide a richer, more useful Electronic Address Book.
We may also collect your data if we receive your information directly when you email us at one or more of the FBC email addresses ending @fbc.org.uk.
We will only process your data according to the allowances permitted by law. We will only use your data in the following situations:
• when you provide us with your consent to process your personal data, which may be revoked by you at any time and for any reason;
• when it may be necessary for our legitimate interest;
• when we may need to respond to a legal requirement or regulatory action.
If you have any further questions about how we process your data, or if you want to revoke your consent, please contact us at:
office@fbc.org.uk.
Who will have access to your information?
You have control over who is able to access specific items of information. By default, your personal information will be visible to other authenticated users of the site. You can change these settings from your personal profile page (access to which will be via a username and a password). Your information will be used to help populate the Electronic Address Book which is itself only available to registered FBC users.
Third-party Links
The Church’s Website, related Electronic Address Book, and email communications are provided by hubb.church. The FBC Team also use Office 365 provided by Microsoft and consequently, information that identifies individuals connected with the church may be held / stored on their systems.
The relevant details for these organisations are provided below:
The FBC website may also include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or other relevant information of every website you visit.
Communication
We will make every effort to provide you with choices regarding certain personal data uses, particularly around any communications from the church about meetings and events in the life of the church etc..
Opting Out
You can ask us, or third parties, to stop sending you messages at any time by following the opt-out links on any marketing message sent to you, or by contacting us at
office@fbc.org.uk any time.
When We Might Change How We Use Your Data
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process or disclose your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Your Security
Hubb.church, as our Data Processors, have put appropriate security measures in place to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Hubb.church have put procedures in place to deal with any suspected personal data breach and will notify us and you, and alert the Office of the Information Commissioner of a breach, where we are legally required to do so.
How Long We Will Use Your Data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Our data retention provisions are set out in “Appendix 13 - Safeguarding Record - Record Keeping & Retention Schedule August 23.pdf” which is available for those with a login and password. Alternatively, a copy may be sent to you upon request to
office@fbc.org.uk.
By law, we have to keep basic information of church members and regular attendees who give regularly to the church (including Contact and Identity Data) for six years after they cease being linked with the church for tax purposes.
Your Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
• Request access to your personal data (commonly known as a “data subject access request”).
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data.
• Request restriction of processing of your personal data.
• Request the transfer of your personal data to you or to a third party.
• Withdraw consent at any time where we are relying on consent to process your personal data.
If you wish to exercise any of the rights set out above, please contact us at
office@fbc.org.uk. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What We May Need from You
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month.
Storage of data by FBC Group Leaders separately from the FBC Website and Electronic Address Book
FBC hosts and operates a number of Groups and, to run these effectively, information is collected under the control of each Groups’ Leader. Each Group Leader is confirmed in post yearly at the Annual Church Meeting and first recognised in that role at any Church Members' Meeting. Group Leaders will operate the Group as part of the ministry of the church and comply with Data Protection provisions in support of the Church’s Trustees.
FBC does not have any control over any computers and mobile devices that Group Leaders utilise to oversee the operation of their Groups. In each case, Group Leaders’ assurances have been obtained to confirm that access to these devices, and the login requirements for the installed Applications they use to store Group related data, are protected by secure passwords.
Some Groups may make their Registration Form available online so that they can be completed by the user (or in some cases by parents or guardians) electronically. In such cases, the access to the completed data is only available to the Group Leaders, or certain Volunteer Helpers who are part of the Group, via a login and secure password arrangement. Where Group Leaders use and retain paper Forms (rather than electronic), they have each confirmed that these are kept securely under lock and key when not in use.
The information collected by Group Leaders is only that considered necessary and sufficient for the safe running of the Group, and is not used for any purposes outside each Group. The only exceptions might be where data has to be shared to protect the life of someone in an emergency context.
Group Data held by Third Party Organisations
Some Group Leaders / Groups utilise Applications from companies, all of whom must comply with UK and EU Data Protection Legislation. In such cases, processing of personal data may involve a transfer of data outside the European Economic Area (EEA). A list of the external third parties are shown below.
Name of Subprocessors
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Registered Business Address
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Location of Processing
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Link to Privacy / Security Policy
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Chatpro Ltd
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Henleaze Business Centre
Bristol, BS9 4PN
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United Kingdom
|
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G-Suite
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Googleplex, Mountain View, California
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United States
|
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Google Analytics
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Googleplex, Mountain View, California
|
United States
|
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MailChimp
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Ponce City Market, Atlanta, Georgia
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United States
|
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Microsoft Office 365
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Microsoft Campus
Thames Valley Park, Reading
RG6 1WG
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Europe & United Kingdom
|
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YouTube
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Googleplex, Mountain View, California
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United States
|
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Instagram
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Menlo Park, California, United States
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United States
|
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Facebook Inc.
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Menlo Park, California, United States
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United States
|
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WhatsApp
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Menlo Park, California, United States
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United States
|
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Changes to this Statement
We will occasionally update this Privacy Notice to reflect feedback. We encourage you to periodically review this statement to be informed of how we are protecting your information.
Contact Information
Frimley Baptist Church welcomes your comments regarding this Privacy Notice. If you believe that we have not adhered to this notice, please contact us at
office@fbc.org.uk. We will use reasonable efforts to promptly determine and remedy the problem.