Data Protection and Privacy Policy (May 2018)

Data Protection and Privacy Policy (May 2018)

ECG uses personal data about living individuals for the purpose of general church administration and communication.

Personal data will mainly be names and contact details and visual images, but can include sensitive information data which is defined as ‘that which consists of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person's sex life or sexual orientation.’ Sensitive information can only be processed under strict conditions.

NB Sensitive information such as bank details does not come under the same legal protection as the category above.

ECG recognises the importance of the correct and lawful treatment or personal data.  All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation 2018.

ECG fully endorses and adheres to the 8 principles of the GDPR. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data.  Employees and any others who obtain, handle, process, transport and store personal data for ECG must adhere to these principles.

The Principles

The Principles require that personal data shall:

  1. Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
  2. Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
  3. Be adequate, relevant and not excessive for the purpose
  4. Be accurate and where necessary, kept up to date.
  5. Not be kept for longer than is necessary for that purpose.
  6. Be processed in accordance with the data subject’s rights.
  7. be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures.
  8. Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures and adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

How we collect data and information from you

We collect personal information each time you are in contact with us for example when you:

  1. Visit our website.
  2. Book for an ECG event or ECG hotel accommodation.
  3. Make a donation by completion of gift aid envelopes or other offering forms.
  4. Provide your contact details in writing or orally to ECG staff or volunteers.
  5. Purchase goods including when you provide credit or debit card details.
  6. Communicate with ECG staff or volunteers by means such as email, letter or telephone.
  7. Complete specific contact forms e.g. volunteer or under 18 registration forms.
  8. Access social media platforms such as Facebook, You Tube, Twitter and Instagram.
  9. Through information collected as part of our Safeguarding and Health and Safety procedures e.g. incident report form.

Maintaining Confidentiality

ECG will treat all your personal information as private and confidential and not disclose any data about you to anyone other than the ECG executive committee and key team leaders in order to facilitate the administration of ECG.

All ECG staff and volunteers who have access to Personal Data will be required to agree to sign the Data Protection Policy.

There are four exceptional circumstances to the above permitted by law:

  1. Where we are legally compelled to do so
  2. Where there is a duty to the public to disclose
  3. Where disclosure is required to protect your interest.
  4. Where disclosure is made at your request or with your consent.

Use of Personal Information

ECG will use your data for 3 main purposes:

  1. The administration and organisation of each ECG event.
  2. Contacting you to keep you updated and informed of ECG events, resources and activities
  3. Statistical analysis: gaining a better understanding of ECG demographics.

NB Although collated church data may be passed to a third party, such as number of small groups or small groups’ attendance, no personal data will be disclosed.

How it is stored

On the ECG website via a secure and managed server, which is based in the UK.

  1. Through Mailchimp, a mailing house which provides a secure and encrypted service.
  2. Specific records with a legal requirement for storage will be kept as hard copies eg under 18 registration and incident report forms in a locked secure storage facility.
  3. On the computers of individual ECG staff and key leaders which are individually password protected.
  4. Those with access will only have access to the information for their specific area of use and usage is controlled by the Data Controller.

Subject Access

All individuals who are the subject of personal data held by ECG are entitled to:

  1. Ask what information the church holds about them and why.
  2. Ask how to gain access to it.
  3. Be informed how to keep it up to date.
  4. Be informed what ECG is doing to comply with its obligations under the General Data Protection Regulation 2018.
  5. Contact information will only be shared, if appropriate, with NXT Ministries with whom ECG partners and no other third party organisations unless to fulfil our statutory legal obligations.

Keeping data and destroying it

  1. We will not keep personal data for any longer than for the purpose for which it was given.
  2. We will comply with specific official guidance issued about retention periods for specific records.
  3. We will adhere to formal requests made by you to delete your information.

Rights to Access Information

  1. Employees and other subjects of personal data held by ECG have the right to access any personal data that is being held. This right is subject to certain exemptions i.e. personal information may be withheld if the information relates to another individual.
  2. Any person who wishes to exercise this right should make the request in writing to the ECG Data Office using the standard letter which is available online from

    Please address all correspondence to:

    The Data Protection Officer
    ECG office
    Via Swanbank Church
    ST6 2AA

    Or contact us.
  3. If personal data is inaccurate it can be amended upon request.
  4. ECG aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 30 days of receipt of a completed form, unless there is good reason for delay. In such cases, the reason for delay will be explained in writing to the individual making the request.