Data protection and privacy

Data protection and privacy

Commencing in May 2018 the “General Data Protection Regulation” (GDPR) law gives people in the UK more rights regarding how information about them is stored and used.

1. Definitions

Personal data is information about a living individual which can identify that individual

Processing is anything done with the personal data, including how it is stored, managed, used, updated, and kept secure

Data subject is the person about whom personal data is processed

Data controller  is the person or organisation who determines the ‘how and what’ of data processing

2. Who We Are

Bicester Elim Church is the data controller described in this privacy notice.

That means we decide how your personal data is processed and for what purposes, and that we explain how we do that openly, clearly and fairly.

Bicester Elim Church can be contacted by phone on 01869 866410 or by email at

The person designated as the data controller at Bicester Elim Church is Pastor Mick Leggett.

3. How We Process Your Personal Data

Bicester Elim Church complies with its obligations under GDPR.

Bicester Elim Church does this by obtaining active consent from people about whom it holds information so that it can perform the following functions with the data:

* Keep personal data up to date

* Store and destroy personal data securely

* Not collect or retain excessive amounts of data

* Protect personal data from loss, misuse, unauthorised access and disclosure

* Make sure that appropriate technical measures are in place to protect personal data

4. How We Use Your Personal Data

We use your personal data for the following purposes:

* To achieve the objectives of the national constitution of the Elim Pentecostal Church and the local constitution of Bicester Elim Church.

* To enable us to provide spiritual, ministerial, professional and voluntary services for the benefit of the public

* To permit us to provide pastoral care to people attending the church

* To administer membership, attendance and participation records

* To fundraise and promote the interests of Bicester Elim Church in its role as a branch of Elim.

* To manage and administer the function of our office holders, employees and volunteers

* To maintain the accounts and records that permit the effective purpose, mission, function and operation of the church

* To operate our church database, email, web site and social media platforms

* To inform individuals of news, events, activities or services running at Bicester Elim Church

* To deliver services that individuals have requested

* To process financial donations and process gift aid applications

* To process DBS checks as part of our safeguarding of children and vulnerable adults

* To contact individuals in order to research their opinions of current services or of potential new services that may be offered

5. The Legal Basis For Processing Your Data

There are two parts to the legal basis for Bicester Elim Church to process your data.

Article 6 specifies that the data subject is to provide their consent to this processing.

This consent gives Bicester Elim Church permission to meet the charitable objectives it has towards people (the data subjects)

Article 9 specifies that processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes) and there is no disclosure to a third party without consent.

6. Sharing your personal data

Your personal data will be treated as strictly confidential and will not be shared with anyone outside Bicester Elim Church.

In the event that data about you is requested by someone else in Bicester Elim Church, we would only share that data with your prior consent.

In the event that data about you is requested by a third party, we would only share that data with your prior consent or if we had a statutory duty to do so.

7. How long we keep your personal data

We keep your personal data for no longer than is reasonably necessary, for a period of 12 – 15 months after your connection with Bicester Elim Church comes to an end.

12 – 15 months is sufficient to allow Bicester Elim Church to:

* Confirm to other churches making enquiries on your behalf that you attended Bicester Elim Church.  Without retaining your personal data we will not be able to confirm this for you.
* To confirm voluntary positions that you may have held at Bicester Elim Church for your reference purposes.  Without retaining your data we will not be able to confirm this for you.
* For the purposes of professional references that former members of Bicester Elim Church may wish to request.  Without retaining your data we will not be able to confirm this for you.

8. Your rights and your personal data

Unless subject to an exemption under GDPR, you have the following rights with respect to your personal data:

* The right to request a copy of your personal data which Bicester Elim Church holds about you
* The right to request that Bicester Elim Church corrects any personal data if it is found to be inaccurate or out of date
* The right to request your personal data is erased where it is no longer necessary for Bicester Elim Church to retain such data
* The right to withdraw your consent to the processing at any time
* The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
* The right to lodge a complaint with the Information Commissioners Office

9. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice.

This will explain the new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Where and whenever necessary, we will seek your prior consent to the new processing.

10. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Bicester Elim Church office at

You can also contact the Information Commissioners Office:

by phone  0303 123 1113

by email

by post at The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

11. Consent

To obtain consent we will either ask you to click a box online or tick a box in a hard-copy form which says: "I have read, understand and accept your Data Privacy Notice".  By completed that box you are giving active consent that (a) you have read this Data Protection Notice fully and that (b) you are consenting to Bicester Elim Church holding and processing your personal data for the purposes outlined in above.

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