Data Protection Policy
This policy sets out how and why LivingStones Christian Centre obtain, use and protect personal information.
We aim to be God’s Light on the High Street, and to serve as a resource centre for Christians, individuals and churches in Fleet, Hampshire. We want to be completely transparent about why we need the personal details we request when you communicate with us and how we will use your data.
When we will get in touch
When you give us your personal details – for example, when you sign up to be a friend or member, place an order, when you make a donation, sign up to receive email updates or book and use the facilities, you may receive follow up information from us directly relevant to this activity.
If you have provided us with consent to use your details we may also contact you about promotions and other activities taking place at Livingstones.
Where you consent to us sending you newsletters we will consider this ongoing unless you tell us otherwise at the time. We may also send you letters regarding new promotions and activities that you may be interested in. We provide easy ways to stop our marketing, and you can opt out at any time.
You are our friends, customers and clients and we always act on your instructions and we aim to put you in control of your relationship with us. Our aim is to communicate with you in a way that makes you want to stay involved with us for as long as possible, as you continue to see the value and impact of your support.
Why we hold and process suppliers, supporters, customer and client data.
We hold and process personal data for a number of reasons:
Friends and Supporters of LivingStones
- News about the work and activities of LivingStones Christian Centre
- Opportunities to work with and support the activities of LivingStones Christian Centre
- Newsletters about the work of LivingStones Christian Centre
Customers and Clients
Customers and other stakeholders will communicate with LivingStones on a regular basis for a variety of reasons. LivingStones considers that it has a legitimate interest to keep these emails and respond to these email addresses as it pertains to the subject of the email.
Other Organisations LivingStones is in Relationship with
LivingStones is part of a network of Christian projects operating in Fleet and the local area including, for example FACCTS, Foodbank, Fleet Angels, Fleet and Crookham Churches Together, Business Improvement District.
As part of its relationship with these organisations LivingStones has a legitimate interest in holding personal data about the other members of these organisations.
These contact details are permitted to be stored in the computers and telephones for any of the LivingStones teams who are interacting with these organisations. LivingStones team members are responsible for ensuring that contacts are stored in a password-secured email contact and that devices require passwords or PINS to access.
Once the individual is no longer involved with the external organisation it is their responsibility to remove the contact details of the other members.
Ministers and Church Administrators
Personal data held for all ministers and Church administrators for whom LivingStones is their closest Christian resource centre, or who has made use of LivingStones facilities any time in the past 5 years.
How we keep your data safe
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
We ensure that your information is only accessible by appropriately trained staff.
We use external companies such as Drop box and Mailchimp to process or hold relevant data online. This data is kept to a minimum and is protected by a password encryption. Where staff have mobile devices such as tablets, laptops and mobile phones that have access to these services they are required to have encrypted access to these devices so that only they can access the data.
We do not share your personal data outside of Livingstones. We will not give your personal data to any 3rd party, if they contact you directly this will only be because they have been given permission to do so by you and you have given them the means by which they can make contact.
How long we will keep your personal information
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of donations subject to gift aid for a minimum of seven years to comply with HMRC rules.
If you request that we stop sending you marketing materials we will keep a record on our database of your contact details and appropriate information to enable us to comply with your request not to be contacted by us. For example, if you were or are a donor we will need to keep your details on record for a minimum of 7 years to comply with HMRC rules.
Where you contribute material to us, e.g. user generated content or in response to a particular campaign we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.
We will not share your data for others’ marketing purposes
Please be assured that you will not receive offers from other companies or organisations as a result of giving your details to us. We do most of our data processing and communications in house. When we do use a third party to communicate with our supporters – such as Mailchimp to send our emails – we will ensure these organisations only use your data for our purposes and is deleted when it is no longer needed.
How to make a complaint, stop or change how we communicate with you
If at any time you wish to make an official complaint or stop or change how we communicate with you, or update the information we hold, please do get in touch, using one of the following options:
Write to our Data Protection Officer:
277 Fleet Road
Call: 01252 616038 Monday to Saturday 9am to 5.30pm
You can opt out of our emails by clicking on the unsubscribe link at the bottom of our messages.
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Your data and social media
Social media such as Facebook and Instagram are other places you can be kept up to date about what we are doing. However, this is entirely down to your social media preferences and we will not contact you directly through social media unless this is initiated by you the user. We will never use the data available on social media platforms to populate our database or mailing lists.
Data Erasure – The right to be forgotten
You have the right to request that LivingStones erase all personal data concerning you without undue delay where one of the following grounds applies:
- the personal data is no longer necessary in relation to the purposes for which it was collected or processed.
- you withdraw consent on which the processing is based.
- you object to the processing of personal data.
- there are no overriding legitimate grounds for the processing, or you object to the processing of your data.
- the personal data has been unlawfully processed
- the personal data has to be erased for compliance with a legal obligation to which Livingstones is subject.
This document is a working document and will be amended periodically to implement necessary changes as and when they are required.