CTB Privacy Notice

Churches Together in Basildon, Privacy Notice


What is your personal data?


“Personal data” is any information about a living individual which allows them to be identified from that data (e.g. a name, photographs, videos, email address, or address).  Identification can be by the information alone or in conjunction with any other information.


The processing of personal data is currently governed by the Data Protection Act and from the 25 May 2018 the General Data Protection Regulation 2016/679. Churches Together in Basildon has for some years sought to handle data in strict accordance with the Data Protection Act. In this Privacy Notice we are adding to our existing good practice to bring us in line with current legislation.


Who are we?


This Privacy Notice is provided to you by the Trustees of Churches Together in Basildon. The Chair of Trustees is responsible as the data controller for your data.


The data controller works with colleague trustees in this regard and a description of what data is processed and for what purpose is set out in this Privacy Notice.  This Privacy Notice is sent to you by the Trustees and on behalf of each of these data controllers. The term data controllers is used as certain aspects of data management e.g. 58 / 7 registers may be delegated to an individual in the church who acts under the direction of the data controller i.e. the Chair of Trustees. In the rest of this document, the word “we” is used to refer to each data controller, as appropriate.


What data do the data controllers listed above process?


They will process some or all of the following where necessary to perform their tasks:


  • Names, titles, photographs;
  • Contact details such as telephone numbers, addresses, and email addresses;
  • Where they are relevant to the mission of Churches Together in Basildon, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants;
  • The data we process is likely to constitute sensitive personal data because, as a Christian organisation, the fact that we process your data at all may be suggestive of your religious beliefs. Where you provide this information, we may also process other categories of sensitive personal data: racial or ethnic origin, sex life, mental and physical health, details of injuries, medication/treatment received, political beliefs, labour union affiliation, genetic data, biometric data, data concerning sexual orientation and criminal records, fines and other similar judicial records.



How do we process your personal data?


The data controllers will comply with their legal obligations to keep personal data up to date;

  1. to store and destroy it securely;
  2. to not collect or retain excessive amounts of data;
  3. to keep personal data secure,
  4. to protect personal data from loss, misuse, unauthorised access and disclosure
  5. to ensure that appropriate technical measures are in place to protect personal data.

(For current procedures please see Data Protection Policy)


We use your personal data for some or all of the following purposes:


  • To enable us to meet all legal and statutory obligations.
  • To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
  • To provide appropriate ministry and provide you with appropriate pastoral and spiritual care e.g. visiting you when ill
  • To deliver Churches Together in Basildon’s mission to our community, and to carry out any voluntary or charitable activities for the benefit of the public as outlined in our Trust Deed
  • To administer Churches Together in Basildon membership records;
  • To fundraise and promote the interests of Churches Together in Basildon;
  • To maintain our own accounts and records;
  • To process any donation that you have made e.g. Gift Aid
  • To seek your views.
  • To notify you of changes to our meetings, events and role holders e.g. monthly diary
  • To send you communications which you have requested and that may be of interest to you e.g. prayer requests
  • To process a grant or application for a role;
  • To enable us to provide a voluntary service for the benefit of the public as outlined in our Trust Deed


What is the legal basis for processing your personal data?


Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party e.g. our safeguarding work to protect children and adults at risk.  We will always take into account your interests, rights and freedoms.


We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract e.g. the hire of church equipment


N.B. Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details.


Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.


Sharing your personal data


Your personal data will be treated as strictly confidential.  It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent.  It is likely that we will need to share your data with some or all of the following (but only where necessary):


  • Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our database software;
  • On occasion, other organisations with which we are carrying out joint events or activities


How long do we keep your personal data?


We will keep some records permanently if we are legally required to do so.  We may keep some other records for an extended period of time e.g. it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits.  We only keep data for as long as we need it.  We may delete it when it is no longer needed. (See Data Protection Policy)


Your rights and your personal data 


You have the following rights with respect to your personal data:


  1. The right to access information we hold on you
  • At any point you can contact us via the Chair of Trustees to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Your request will be responded to within one month of receipt. No charges are made for the first request but additional requests for the same data may be subject to an administrative fee. .


  1. The right to correct and update the information we hold on you
  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.


  1. The right to have your information erased
  • If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
  • When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).


  1. The right to object to processing of your data
  • You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.


  1. The right to data portability
  • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receipt.


  1. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
  • You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).


  1. The right to object to the processing of personal data where applicable.


  1. The right to lodge a complaint with the Information Commissioner’s Office.


Should you wish to exercise any of these rights, to process your request, we may need to verify your identity for your security.  In such a case you will need to provide proof of identity to the Data Controller (the Chair of Trustees) or his / her nominee.



Transfer of Data Abroad


Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.  Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.


Further processing


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


Contact Details


Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:


The Data Controller, the Chair of Trustees





You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.