Privacy Policy

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

The Charity Trustees of St Philip’s Church are the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Charity Trustees of St Philip’s Church complies with its obligations under the “GDPR” by keeping personal data up to date; by 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 may collect, use, store and transfer different kinds of personal data about you for the following purposes: –

Identity data

(full name, username (or similar identifier), title, marital status, date of birth, gender, media identity data: photographs, video footage, audio recordings and any other biographical information you may provide us):

  • To communicate with you and inform aggregated data.
  • Photos, video footage and audio recordings are used for:
    • Inclusion in communication given to members, whether in print or electronic format.
    • For display purposes within the church premises e.g. notice boards or PowerPoint presentations.
    • For use on the St Philip’s website.
    • For use in Public Livestreams.
    • For use in Zoom meetings.
    • For inclusion in any of St Philip’s publicity, presentations, banners or marketing material.
    • To display the life of the church on social media sites. 

We will never use, store or publish photos, video footage or audio recordings without your consent.

Contact data

(postal address, email address, telephone number)

  • To keep in touch with you and inform you of news, events, activities and services at St Philip’s Church.
  • To contact you regarding rotas, roles or responsibilities you have within church and to inform planning of services.
  • To provide pastoral support.
  • Address details used for accounting purposes.

Financial data

(bank account and payment card details, declaration of regular giving amount, gift aid declaration)

  • To maintain our own accounts and records (including the processing of gift aid applications).
  • To pay members back for expense claims.

Transaction data

(details about payments to and from you and other details of events, products or services you have purchased from us or gifts you have donated to us)

  • To maintain our own accounts and records (including the processing of gift aid applications).
  • To contribute to aggregated data for informing reports made to analyse financial performance.

Membership/denominational data

(denominational affiliation, record of membership)

  • To administer membership records (including informing religious ceremonies e.g.- dedications or baptisms).
  • To ensure voting rights at whole church meeting.
  • To report to denominations where required.

Attendance data

(registers for children’s/ youth work, count of attendance at gatherings, NHS Test and Trace data)

  • Registers taken for children’s/ youth work for safeguarding reasons.
  • To inform aggregate data.
  • To support NHS Test and Trace- see below.

Test and Trace data

(name, phone number, date and time of entry/exit into the Printhouse)

  • To support NHS Test and Trace.

Administrative data

(rota information, administrative notes related to members eg- ansaphone message notes, details to include in newsletter)

  • For maintaining and administering the life of the church.

Prayer/personal information data:

(shared by a member with staff or community leaders for sharing with the wider church, shared with other members through St Philip’s social media sites/groups- Facebook, WhatsApp):

  • To inform prayer.
  • To share with the wider church on request.

Pastoral data

(Pastoral notes/prayer ministry notes/prophetic words)

  • To help inform the prayer/pastoral process. This data is only recorded with verbal consent at the time of meeting and given to the person at the end of the prayer/pastoral process.

Technical data

(internet protocol (IP) address, browser type and version time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the website):

  • For website performance.

Usage Data

(includes information about how you use our website and other social media sites (Facebook, Twitter, Instagram, YouTube, Google page), how you interact with emails sent, events, products and services.)

  • To inform and monitor effectiveness of our social reach.

Profile Data

(Username on social media sites, your interests, preferences, feedback and survey responses):

  • To inform our events, activities and services at St Philip’s Church.
  • To connect with you.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data at law as the data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature or to inform fundraising and grant applications and promote the interests of the charity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

As a church, we collect data about services and events you attend.  Some of this information may be considered to come within the definition of Special Categories of Personal Data.* We will always make it clear to you when we collect this this information and why.  For some of our events and services we may also collect information about criminal convictions and offences.

*(Special Categories of Personal Data includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).

4. What is the legal basis for processing your personal data?
  • Most of your data is processed because it is in the church’s legitimate interest to do so. This includes non-media identity data, your contact data, financial and transaction data and administrative data.
  • Media identity data and Track and Trace data is processed because of explicit consent of the data subject.
  • Processing some data is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.
  • Some data is processed to fulfil a public task that the church has been assigned, for example denominational data is processed for reporting to denominations and attendance data for completing church statistics.
5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the church and authorised personnel in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with anyone else with your consent.

6. How long do we keep your personal data?**

**Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at:

We keep data in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website [see ** for link].

Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

7. 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 your personal data which the Charity Trustees of St Philip’s Church holds about you;
  • The right to request that the Charity Trustees of St Philip’s Church 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 the Charity Trustees of St Philip’s Church 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), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • 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, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.
8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.

9. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the administrator at St Philip’s Church, The Printhouse, 21-23 North Church Street, Sheffield, S1 2DH or

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

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