1. Policy Statement

 

1.1 Statement

H.O.P.E. MINISTRIES LTD is committed to protecting personal data and respecting the rights of our data subjects; the people whose personal data we collect and use.

 

1.2 Why privacy is important to us

We value the personal information entrusted to us and we respect that trust, by complying with all relevant laws, and adopting good practice.

We process personal data to help us:

 

a) maintain our list of church members [and regular attenders];

b) provide pastoral support for members and others connected with our church;

c) provide services to the community including (Homeless outreach)

d) safeguard children, young people and adults at risk;

e) recruit, support and manage staff and volunteers;

g) maintain our accounts and records;

h) promote our [goods and] services;

i) maintain the security of property and premises;

j) respond effectively to enquirers and handle any complaints  

 

This policy has been approved by the church’s charity trustees, who are responsible for ensuring that we comply with all our legal obligations. It sets out the legal rules that apply whenever we obtain, store or use personal data.

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1.3 Why this policy is important

We are committed to protecting personal data from being misused, getting into the wrong hands as a result of poor security or being shared carelessly, or being inaccurate, as we are aware that people can be upset or harmed if any of these things happen.

 

2. Our Data Protection Responsibility

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This policy sets out the measures we are committed to taking as an organisation and, what each of us will do to ensure we comply with the relevant legislation.

In particular, we will make sure that all personal data is:

 

a) processed lawfully, fairly and in a transparent manner;

b) processed for specified, explicit and legitimate purposes and not in a manner that is incompatible with those purposes;

c) adequate, relevant and limited to what is necessary for the purposes for which it is being processed;

d) accurate and, where necessary, up to date;

e) not kept longer than necessary for the purposes for which it is being processed;

f) Processed in a secure manner

g) processed in keeping with the rights of data subjects regarding their personal data.

 

3.  Data Collection

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3.1 What personal information do we process?

In the course of our work, we may collect and process information (personal data) about different people. This includes data we receive from directly from a person by completing forms when making donations or contacting us. We may also receive information from other sources including for example references.

We process personal data in both electronic and paper form and all data is protected under data protection law.

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Data we process can include information such as names, contact details,  card payment details, date of birth, education or employment details also visual images and recordings.

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We may process information relating to criminal proceeding or offences or allegations of offences to safeguard against any risks posed to others under Article 6(1)(f) GDPR where the processing is necessary for the purpose of the legitimate interest of H.O.P.E Ministries Ltd, but not where such interests are overridden by the interests of fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

 

3.2 Making sure processing is fair and lawful

Processing of personal data will only be fair and lawful when the purpose for the processing meets a legal basis, as listed below, and when the processing is transparent. This means we will provide people with an explanation of how and why we process their personal data at the point we collect data from them, as well as when we collect data about them from other sources.

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3.3 Sensitive Information

Sometimes, we ask you to provide sensitive information such as card details if purchasing merchandise. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.

We will only process personal data for the specific purposes explained in our privacy notices or for other purposes specifically permitted by law. We will explain those other purposes to data subjects in the way described in section 6, unless there are lawful reasons for not doing so.

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3.4 Security Of Personal Data

We will use appropriate measures to keep personal data secure at all points of the processing. Keeping data secure includes protecting it from unauthorised or unlawful processing, or from accidental loss, destruction or damage.

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3.5. Keeping data and destroying it

We will not keep personal data longer than is necessary for the purposes that it was collected for. We will comply with official guidance issued to our sector about retention periods for specific records.

 

4. Your Rights

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We will process personal data in line with data subjects' rights, including their right to:

 

a) request access to any of their personal data held by us (known as a Subject Access Request);

b) ask to have inaccurate personal data changed;

c) restrict processing, in certain circumstances;

d) object to processing, in certain circumstances, including preventing the use of their data for direct marketing; 10

e) the right to withdraw consent

f) the right to lodge a complaint

 

5.  How Data is Collected

 

5.1 Directly

• When you make a donation

• When you join our mailing list

• When you voluntarily complete survey or questions and give permission to use your information

• When you apply for position or responsibility within the Ministry or Outreach

• If you are a business contact

 

5.2 Indirectly

Your information may be shared with us by fundraising sites, we use such as Just Giving or Virgin giving. These independent third parties will only do so when you have indicated that you wish to support HOPE and have given your consent.  You should check the Privacy Policy of these organisations when your provide your information to understand fully how they will process your data.

 

5.3 Social Media

Messaging services like Facebook, Instagram or Twitter, may give us access to information dependent on your settings or the privacy policies.

 

5.4 Website

We use cookies on our website to help us understand how it is used and how we can improve it.  Cookies enable a website to remember you. They make interacting with the website easier and faster.  Your device and the settings makes information available to us.

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5.5  Public Information

Information found on Companies House, Your biography or website. Information that has been published. Information on Linkedin or Facebook or other social media platforms.

 

6. Children and Vulnerable Persons

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We may if the need arises, have sight of safeguarding information on children, young people and vulnerable adults to ensure we are able to protect them and best meet our statutory obligations. 

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7. How to Update Data Preferences

 

We encourage and appreciate it if you let us know if your contact information has changed or have any discrepancies. By contacting adminteam@hopeministries.co.uk

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8. How We Store Data and Who Can See It

 

All data is stored on a dedicated password-protected Computerised system which is compliant with the highest levels of digital and physical security.   We use Quick Books to store our finance data.

 

9.  Access

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Access to this data is only granted to personal who have been knowledge and understanding on best practice in data handling and related legislation.

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