Data Protection

INTRODUCTION:

‘The Oaks’ is a Christian church: Oaks Community Church North East Derbyshire.

Registered charity:                                       # 1115427

A company registered in England:            # 5291244

Registered address:                                      2 – 4 Lea Rd, Dronfield, S18 1SB.

Phone:                                                             01246 414448

The Oaks values everyone who engages with us by whatever means, and we do all we can to protect your privacy and that of others, and to make sure the personal data you provide us is kept safe.

This Privacy Notice explains how we collect data, how we use and store information and what it means for you. The overall aim of our data protection policy is to ensure that the holding and use of personal data is fair, lawful, and transparent by giving a clear explanation of the Oaks’ duties and the individual’s rights.

We treat all in line with our beliefs and values and we welcome any feedback on any of our policies, notices or actions. Just call us on 01246 414448, email us at office@oakscc.org.uk or pop in in person.

DATA COLLECTED:

The Oaks uses personal data (and occasionally ‘sensitive personal data’) for the purpose of:

  • General church administration
  • Finance
  • Demographics & metrics
  • Communication
  • Employer functions

Sensitive personal data may include, but is not limited to, information relating to your physical or mental health.

We may collect personal information each time you deal with us, for example when you make a donation by gift aid, request information, sign up for an event, provide comments, complete surveys or otherwise provide your personal details we collect the information you provide.

We do not collect data from third parties nor through our website (other than bookings for events through ChurchSuite), and nor does The Oaks use cookies, although our web host does, and you can read their Privacy Notice at https://krystal.uk/terms

WHAT WE USE THE DATA FOR:

We may use the personal data we collect to:

  • Keep you up to date on news and stories about our mission and work
  • Ask for support, such as volunteering, prayer or financial help
  • Process donations you give us
  • Provide information you have requested
  • Keep a record of your relationship with us e.g. questions you have asked or complaints you have made;
  • Measure attendance at meetings and events
  • Analyse the personal information we collect to aid our understanding of the Oaks
  • Conduct questionnaire research to aid our understanding of our church and their views.

HOW & WHERE WE STORE INFORMATION:

How long?

We will keep your personal information only for as long as we consider it necessary to carry out each activity. You are able to view the specifics of our policy below.

We take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned. For example, we will retain details of donations for 7 years to meet tax and accounting requirements, but we will only hold sensitive medical personal information provided until the need to hold the information is completed. Legacy income is an important potential source of income. We may keep data you provide indefinitely to carry out the administration of legacies.

Security:

Our data is stored in two places:

  1. ChurchSuite: This is a cloud-based online church management system. The servers are UK-based and ChurchSuite has sophisticated, military-grade security protocols and encryption of data.
  2. The Oaks Central Server: This is encrypted and password protected. For security, password changes are forced monthly and with change of personnel. Connections are firewall protected and the server is backed up daily. Back-ups are stored securely and an additional weekly back-up is stored securely off-site.

We ensure that access to personal data is restricted only to those staff members or volunteers whose job roles require such access and that suitable training is provided for these staff members and volunteers.

WHEN WE SHARE YOUR DATA:

We do not share your data except by your permission.

However, we may need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by HMRC, or if asked for details by a law enforcement agency.

HOW WE TREAT CHILDREN AND VULNERABLE PERSONS:

All data collected on persons aged under 18 years is with parental consent.

Those without mental competence require the consent of either a Next of Kin, Legal Guardian (e.g. Power of Attorney or Court of Protection) or an Independent Mental Capacity Advocate (IMCA).

YOUR CHOICES AND TELLING US WHEN THINGS CHANGE:

Change of preferences:

You can change your preferences at any time on what you receive from us, or how we contact you, at any time by writing to us.

You can do so by:

  • Email us at office@oakscc.org.uk
  • Send a letter to us at 2-4, Lea Road, Dronfield, Derbyshire, S18 1SB.

Updating your details:

We do appreciate it if you keep your details up to date. You can do so at any time by writing to us at the addresses above.

Telling us to stop data processing:

You have the right to ask us to erase your personal data, to ask us to restrict our processing or to object to our processing of your personal data. You can do so at any time by writing to us at the addresses above.

YOUR RIGHTS – THE DPA (1998) & THE GENERAL DATA PROTECTION REGULATION (2017):

You have the right to request details of the information we hold about you. To receive a copy of the personal information we hold please write by signed letter to us at 2-4, Lea Road, Dronfield, Derbyshire, S18 1SB.

We will respond within 30 days of receiving your letter.

For more information about your rights under the Data Protection Act you can visit the website of the Information Commissioner’s Office.

Links to full Privacy Notice, Data Protection & CCTV Policies: