Logo of Oakwood Chapel
Logo of Oakwood Chapel

An Evangelical Church in Harlow, Essex

Privacy policy

This policy covers our use of personal data, which is any information about a living individual which allows them to be identified from that data (for example a name, photograph, video, email address, or postal address). Identification can be by the information alone or in conjunction with any other information.

Our processing of personal data is governed by the Data Protection Act 2017-2019, the (GDPR) General Data Protection Regulation 2016/679, and other legislation relating to personal data and rights such as the Human Rights Act 1998.

What data might we collect?

Oakwood Chapel holds, or might hold, any of the following:

  • Names and titles
  • Contact details, including addresses, phone numbers and email addresses
  • Demographic information, including age, sex, martial status and nationality
  • Financial information, including
    • whether or not you have completed a Gift Aid declaration, and if so the value of any applicable gifts you have made
    • pyament records relating to chargeable events
    • your bank details if we have paid any "expenses" or you are an employee or paid office-holder
  • whether or not you hold a DBS certificate
  • whether or not you are first-aid or food-saftey trained
  • various categories of data that may be considered sensitive or personal
    • your religious beliefs
    • (if you have provided the information) your mental or physical health
    • (if you have provided the information) data concerning criminal records, etc.

What do we do with your data?

Our staff and volunteers will comply with their legal obligations to:

  • keep personal data up to date
  • store and destroy it securely
  • not collect or retain excessive amounts of data
  • keep personal data secure
  • protect personal data from loss, misuse, unauthorised access and disclosure
  • ensure that appropriate technical measures are in place to protect personal data
If you have any concerns about how your data is being used, please speak with one of our elders.

We only hold data that we are legally obliged to keep (such as Gift Aid declarations or DBS records), or that helps us fulfil our charitable aims as a church. Good communication with the members of our congregation is essential to the functioning of the church, and that means keeping records about who's who, how to contact them, and any relevant health/spiritual concerns.

You can be reassured that we will treat your personal data as strictly confidential.

The majority of the data we hold is only accessible by the elders and deacons. Financial data is only hold by the treasurer, and if necessary, the elders. Basic contact details are made available to other members of the congregation, for example, if you join one of our WhatsApp groups.

We will only share data with trusted third parties where it is strictly necessary, or where you give us prior consent. For example, we may use a payroll administrator to handle salaries and pension contributions for any employees or paid office-holders. Some activities we take part in, run or hosted by external organisations, may require information about those attending.

How long will we keep your data?

We will not keep your data for any longer than is either legally required, or necessary to fulfil our charitable aims. For as long as you continue to attend our services or other meetings, then we will retain the details we need to communicate effectively with you and to meet your needs. We regularly review the data we hold, and remove the details of those who have left, or who have asked to have their data deleted.