Emmanuel Community Church Privacy Policy
This document sets out the details of the privacy policy of Emmanuel Community
Church: Registered Charity Number: 1122938
Our postal address and other contact details are:
Emmanuel Community Church
32 Chapel Street
DE56 4EQ
Telephone: 01332 841386
Email: admin@emmanuelduffield.org
What information we collect about you and why:
When you come to Emmanuel Community Church or book for an event on our
website, you may be asked to provide personal information, in the following
 When you complete a connection card.
 When you book for an event.
 When you attend an event.
 When you make an enquiry or ask a question and ask for someone to contact
 When you agree to join an electronic newsletter list.
 When you receive first aid or emergency assistance.
 When you make a monetary donation.
 Fill in a permission/registration form for a child.
 When you become a partner of Emmanuel Community Church.
The information we might ask you to provide may include:
 Your name, title and address
 Your postcode
 Your telephone number
 Your email address

What we do with your information:
We only use the information for the purpose it is given and nothing else. It is retained for only the minimum period of time appropriate to the circumstances. This is set out in the data retention policy, which can be found at the end of this document.
You can opt out of any or all of our communications at any point simply by contacting us:
Emmanuel Community Church 32 Chapel Street Duffield Derbyshire DE56 4EQ
Telephone: 01332 841386
Email: admin@emmanuelduffield.org
Specific areas we may ask for your personal data and why:
Committed Partner’s List:
If you become a Partner of Emmanuel Community Church, your contact details only are placed on a Partners’ list which is circulated to all partners. If you do not wish to be placed on this list, please let the Office Manager know.
Gift Aid:
In order to make a claim to HMRC we need to ask for your name, address and postcode and whether or not you are a UK Tax payer. If you are not a UK tax payer we cannot claim ‘Gift Aid’ and so we do not need your details for this.
Enquiries, questions and complaints:
When you talk to us verbally and ask questions:
You do not have to give us any personal information. If you would like a follow up or for someone to contact you, we will ask you for your preferred contact details.
Connection cards:
On the connection card we ask for your title, name, address, telephone number and email address. You do not have to provide this if you do not wish to do so. There are options to tick about which type of events you wish to be informed about. From this you will be entered onto the appropriate email list. The contact details will not be used unless we need to get in touch with you and will not be shared.
First Aid and emergencies.
If in the unfortunate circumstance that you need emergency assistance, or if you experience an incident that needs reporting on Health and Safety grounds, we may ask for some personal contact details. If so these are used for that purpose only, for example to contact you again for insurance purposes or to discuss an event or incident. Incidents may be discussed at meetings, but with personal data removed.
Electronic Newsletter:
We produce regular e-newsletters sent by email. This is sent to those who gave permission to receive it. We will not send you this newsletter if not requested. We will not use your contact details collected for another purpose. If you no longer wish to receive these newsletters, there is an unsubscribe link at the bottom for you to unsubscribe.
Online bookings for events.
When you book online for an event we use Paypal. We receive you name and email. This information is collected and stored on a database until the event has passed. Your email is placed on the appropriate email list to keep you informed of similar future events.
If you are donating cash (for example a collection box) there is no obligation to provide any personal details, though gift-aid forms are available. Cheque and other donations for either specific campaigns or general donations will be acknowledged/thanked if requested but will not be made public unless expressly negotiated and discussed.
Permission/registration form for a child:
These are taken to each school club or event so we have the necessary contact details for each child attending. After the school club or event these forms are locked in a filing cabinet with limited access. If the answer is yes to the question ‘Are you happy for us to contact you about future events?, the email is added to the e-newsletter list. When each event or school club has come to an end the permission/registration forms are shredded.
Who we might share your information with:
We do not share or sell your personal data that may be collected, to any other person, organisation or church (with the exception of what we are required to in regards to Gift Aid and the HMRC).
How we keep the information secure:
We have implemented physical security procedures and rules to protect the personal data that we have under our control from:
 Unauthorised access
 Improper use or disclosure
 Unauthorised modification
Employees, Elders and Trustees and authorised volunteers who have access to, and are associated with, the processing of personal data, are legally obliged to respect the confidentiality of your personal data.
How can I access the information about me?
You can ask us if we are keeping any personal data about you, and you can request to receive a copy of that personal data – this is called a Subject Access request.
Applications of this nature should be made in writing to:
The Office Manager (data protection)
Emmanuel Community Church 32 Chapel Street Duffield Derbyshire DE56 4EQ
Changes to our privacy policy:
We regularly review our privacy policy and may make changes from time to time. This privacy policy was last changed on 14th June 2018.
There is a separate policy covering the additional circumstances of staff and volunteers of Emmanuel Community Church.
How to contact us:
If you have any comments on our privacy notice, or on information we hold about you, please write to:
The Office Manager (Data Protection)
Emmanuel Community Church 32 Chapel Street Duffield Derbyshire DE56 4EQ

Data Retention Policy
We will only keep personal information for the minimum period it is necessary to do so.
Gift Aid: We are obliged to keep Gift Aid records for 7 years.
Enquiries, questions and complaints: We will only keep your personal data details for the duration of the enquiry or question. Once we have answered, your original query will be deleted (for emails) or shredded (for letters). Complaint resolutions and associated communications will be kept for 1 year.
Connection Cards: Once the comment card has been transcribed to the correct database, the original card will be shredded.
First aid and emergencies: First aid treatment forms and/or any associated incident report forms will be kept for 4 years. (We retain insurance records for three years after the settlement of any claim.
Accident Books, incident records and the like: 3 years after the end of any investigation/discussion period.
Electronic Newsletter: Your email address will be retained for that purpose until such time as you request that you no longer wish to receive it or you unsubscribe. We also have to retain evidence that you gave us permission to receive the newsletter, i.e. an email asking us, a comment card requesting the same, or when an event has been attended and the contact box has been ticked. This information is placed onto a database.
Contractors: We are obliged to keep copies of invoices and payment records for 7 years under current accounting rules.
Monetary Donations: correspondence re donations is retained for 6 years from the end of the financial year in which the transaction was made. Any related Gift Aid information is retained for 7 years.
Safeguarding: it is anticipated that any documentation regarding safeguarding incidents will be kept indefinitely.