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Our Privacy Policy


This privacy notice is issued on behalf Yapton Free Church and when we mention, “We”, “Us or “Our” in this privacy notice, we are referring to the relevant church that is responsible for processing your data.

Trustees for Yapton Free Church is the data controller and are responsible for general data protection matters and complaints arising in respect of day-to-day matters. 

We have appointed a data protection lead who is responsible for overseeing questions in relation to this privacy notice, 

This privacy notice aims to give you information on how Yapton Free Church collect and processes your personal data which either you have provided to Us or we obtain. 

What information do we collect?

We will collect the data you give Us when using Our services, this may include:

  • Contact details such as name, address, email address, and phone numbers

  • Date of birth

  • Gender

  • Nationality

  • Information, you provide when you correspond with us

  • Financial information that you provide to us

  • Visit our website

  • Complete our ‘Get Connected’ Form which signs you up to our churchsuite database

  • Sign up to serve on team or to find out about serving on team

  • Register for a church event or conference

  • Check your kids into Sunday school or a children’s event

  • Make a donation by completion of Gift Envelopes, via our website, churchsuite or by electronic means

  • Provide your contact details, in writing or orally, to Our staff or volunteers

  • Communicate with Us by means such as email, letter, telephone

  • When you attend Our services or participate in other Church activities

  • Purchase goods or services, including when you provide credit or debit card details

  • Face to face meetings with staff and volunteers

  • Access social media platforms such as Facebook, YouTube, WhatsApp, Twitter, and Instagram.

We will collect data you give us when applying for a job or volunteering with the Us, this may include:

  • your bank account details and tax and residency status

  • references from previous employers or educational institutions

  • contact details for you, and any next of kin

  • qualifications

  • information concerning your health and medical conditions

  • information about your race, ethnicity, and sexual orientation

  • details of unspent criminal convictions.

When donating and fundraising, We will collect data you give. This may include:

  • Name

  • Address

  • Telephone Number

  • Email

  • Date of Birth

  • Bank details

  • Personal relationships (e.g., they know a trustee personally)

Special category data

Where data processing relates to Special Categories of Data the following processing conditions apply

  • Explicit Consent has been given by the data subject.

  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

Why We hold data about you

  • General administration of the church, e.g. pastoral care, preparation of rotas, recording attendance, maintaining financial records of giving for audit and tax purposes;

  • Contacting you to keep you informed of church-related activities and events.

  • Statistical analysis; to monitor trends in attendance at services, small groups and courses to help us be more responsive to the needs of the church.

Use of Cookies 

We may obtain information about your general internet usage by using cookie files stored on your computer or device (“cookies”), to manage the website. please see our Our Cookie Policy (

What is your data used for?

We will only use your personal data when the law allows Us . Most commonly, we will use your personal data in the following circumstances:

  • Where it is necessary for our legitimate interests (or those of a third party) in providing Our services to you and your interests and fundamental rights and not overridden by those interests. 

  • Where we need to perform the contract, we are about to enter into or have entered into with you. 

  • Where we need to comply with a legal or regulatory obligation. 

  • In rare cases we may need to use your personal data in the following circumstances:

    • Where we need to protect your vital interests e.g. in an emergency life or death situation where the emergency services are called to treat you when you are with us. 

    • Where we need to perform a task carried out in the public interest e.g. in certain safeguarding situations.

  • We rely on consent as a legal basis for processing your personal data in relation to sending marketing communications to you via email or to legitimise dealing with Special Category Data. You have the right to withdraw consent at any time by contacting the Us, although this will not prevent processing where the law allows us to process for a different reason in addition to consent.

Generally, we will only use your personal information as follows:

  • To keep you informed by email and/or text about Our church services, events, activities, conferences and fundraising projects.

  • To maintain accurate and up to date records of our employees, volunteers and church family

  • To establish and maintain your involvement with Us

  • To record and acknowledge any donations

  • To answer an enquiry or request for further information about Our services, activities and events

  • To assist Us in making Our site, services and products more valuable to our church family including troubleshooting, data analysis, testing, research, statistical and survey purpose

  • To keep you informed of new developments within the life of the church

  • To improve our general ability to assist Church family and the wider community

  • To enable the Pastors and staff of the Church to personally and directly communicate with you

Keeping details up to date

Please tell us as soon as any of your contact details change so that we can keep our records up to date.

You can change the way we contact you, or the kind of material we send you, at any time by contacting us by post, or email using the contact details below.

You can unsubscribe from our regular emails or texts at any time by using the 'unsubscribe' or 'change preferences' links on the email or texts you have received.

If you register with Our Mychurchsuite ( then you can personally log-on to your account and update your contact details.

How is your personal data kept safe and who can see it?

We take the security of data we collect very seriously. All your data is stored electronically in a secure database or in a locked filing cabinet and can only be accessed by authorised people. All users of Our system, both staff and volunteers are trained in GDPR and have signed a confidentiality agreement.

When might we share your data?

We may have to share your personal data with the parties set out below.

When you are fundraising, donating or updating your details. We may ask you to use an online platform

When signing up for events/conferences We will use

Professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide legal, consultancy, banking, insurance and accounting services.

HM Revenue & Customs (Gift-Aid), regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.

We may share your personal information where we need to, where someone’s life is at risk or we are required to do so by law.

How long we keep your data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Summary of Your Rights 

As a data subject, you have a number of rights and have control over how your data is used. 

  • You can request access to, deletion of, or correction of, your personal data held by Us.

  • You can ask for a copy of the data you have given Us.

  • You can require Us to amend or change incorrect or incomplete data.

  • You can require Us to delete or stop processing your data, where the data is no longer necessary for the purposes of processing. 

  • You can object to the processing of your data where We are relying on its legitimate interests as the legal ground for processing.

  • You can ask Us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company's legitimate grounds for processing data.

To enforce any of the foregoing rights, please contact Us. 

How to contact Us

If you have any questions about Our Site or this Privacy Policy, please contact Us by email at with the subject line Data Protection or by telephone on 01243552232

or by post to:

The Data Protection Officer 

Yapton Free Church

Walberton Farm, 

Yapton Lane, 



How to complain

If you are unhappy with the way that We have processed or handled your data, please contact Us 

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint to the Information Commissioner’s Office (ICO). The ICO is the supervisory body authorised by the Data Protection Act 2018 to regulate the handling of personal data within the United Kingdom. The contact details for the Information Commissioner’s Office are:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Telephone: 0303 123 1113 Website:

Changes to Our Privacy Notice

We may change this Privacy Notice as we may deem necessary from time to time, or as may be required by English law. Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Notice on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

Last updated November 2023

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