Privacy Policy
Privacy Notice
A Privacy Notice explains what information is held about you, why we hold it, how we protect it for you, and how you can have your information removed from our files if you so wish. The General Data Protection Regulations (GDPR) were enacted in 2018 and affect the way charities (and other organisations) keep personal information. This notice is a summary of the information contained in our Data Protection Policy.
Your personal data
Personal data relates to a living person who can be identified from that data, and consists of names, contact details, addresses and other personal information relating to clients, volunteers and trustees. GDPR governs the processing and handling such personal data.
Who we are and how your personal data will be processed
5th Gospel Christians (5GC) is the charity and data controller, and decides how personal data is processed and for what purposes. 5GC complies with its obligations under the GDPR by keeping personal data up to date, by filing it clearly, storing and destroying it securely; by not collecting or retaining excessive amounts of data, by protecting personal data from loss, misuse, unauthorised access and disclosure, and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
To enable us to provide a voluntary service for the benefit of clients
To administer newsletters, regular updates, invitations and celebrations
To manage trustees, volunteers and visitors
To fundraise, raise awareness and promote the interests of 5GC
To maintain our own accounts and records, including processing Gift Aid
To inform of news, events, activities, projects and special appeals relating to 5GC.
You have the right to withdraw your consent to any or all of the above at any time.
The legal basis for processing your personal data
The explicit consent of the data subject (you) so that we can keep you informed of news, events, activities and services, and process any gift aid donations.
Processing is necessary in relation to a contract which the individual has entered into or because the individual requests something done in order to enter into a contract.
Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement. 5GC operates under UK Employment law.
Processing is necessary because of a legal obligation, eg. trustee’s obligations to treat beneficiaries equitably and with transparency
Processing is carried out by a not-for-profit organisation and does not involve disclosing personal data to a third party, unless the individual consents
Processing is in accordance with the “legitimate interests” condition
Processing is necessary to protect the individual’s “vital interests”. This condition only applies in the case of life or death, such as where an individual’s medical history is disclosed to a paramedic treating them
The individual has deliberately made the information public.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared on a need to know basis within the 5GC team. We will only share your data with third parties with your consent, unless the law permits or requires disclosure, eg. safeguarding or criminal activity.
How long do we keep your personal data?
We retain data while it is still current: trustee and volunteer records will be kept for seven years following cessation of trusteeship or volunteer period if working in a professional capacity. Records of refugees will be archived six months after leaving for resettlement, and for other clients (such as needy local Christians) for two years after cessation of engagement with 5GC. Adult clients have the right to access personal information held in their records, in accordance with Data Protection legislation. Financial records will be held for seven years in line with best practice guidelines. Medical records, case studies of beneficiaries, accident forms, paperwork regarding safeguarding or child protection issues, and trustee minutes will be kept indefinitely.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
The right to request a copy of the personal data which 5GC holds about you
The right to request that 5GC 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 5GC to retain such data
The right to withdraw your consent to the processing at any time
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability)
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 object to the processing of personal data
The right to lodge a complaint with the Information Commissioner’s Office
Further Processing
If we wish to use your personal data for a new purpose, not covered by this Privacy 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
To exercise all relevant rights, queries or complaints, please in the first instance contact: Judy Ring: judy@5gc.org
Alternatively, you can contact the Information Commissioner’s Office on 0303 123 1113 (in UK) or via email: https://ico.org.uk/global/contact-us/email or at the Information Commissioner’s Office, Wycliff House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
June 2020
