Privacy Policy

Who are we?

Gwynedd Vineyard is a part of Vineyard 53, a Vineyard Church based in Chester. Vineyard 53 is a Charitable Company limited by guarantee registered in England and Wales under Company No. 8688328. Charity Registration No. 1153966.

At Gwynedd Vineyard/Vineyard 53 we take your privacy seriously. This policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed.

What information do we collect about you?

1. Information that you give us. There are several ways you may have given us your information:

- Filled in a Connect Card

- Submitted your contact details through our website

- Filled in a Getting Involved form or take part in a regular rota

- Signed up for a small group, either online or on a Sunday

- Participated in one of our church surveys

- Signed up or bought tickets for an event

- Filled in a Gift Aid form

- You may also have given us information about your children or other family members when you signed them up for Vineyard Kids or Youth.

The information you give us may include your name, postal address, email address, phone number, personal description and photographs.

2. Information we collect about you.

- When you visit our website we automatically collect the following information, your Internet Protocol (IP) address, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp and clickstream data.

- We do often take photos and videos at events and during Sunday gatherings. We use these photos on social media, on our website and in some of our published materials. We do our best to ensure people cannot be easily identified in these pictures or videos, unless they are leaders in the church. We will never publish pictures where children under 13 can be easily identified unless we have been given express permission to do so by a parent or guardian.

- We do track attendance for some courses, groups and events. For example, we record when people have attended a welcome dinner, or the potential leaders course. Some small groups also record when people have attended.

3. Information we are legally obliged to collect. This includes:

- Data related to DBS checks as a requirement of our safeguarding policies

- Gift Aid claims

4. Financial information. If you are a member of the church who gives via a regular payment or if you are a regular volunteer and you have made purchases on behalf of church, we may hold some of your personal financial details.

5. If you are a Gwynedd Vineyard/Vineyard 53 employee we may also hold certain categories of sensitive information such as personal financial details, age, gender, marital status, date of birth, full employment and educational history, references, medical and criminal records.

How do we use your information?

1. To contact you. Your details are accessible to leaders in the church so that they can contact you about things you are involved in, like rotas or small groups. Or so they can help you during significant life events, such as having a baby, or moving house. Our finance team may also use your data from time to time to contact you about your giving or gift aid claims.

2. To send you information about what’s going on in the church. Some of the emails we send you are known as direct marketing. This means you are on a mailing list that we send out to the whole church (or another large group) that promotes what’s happening each week. You will only receive these emails if you have opted in to do so. You can also opt out by clicking the unsubscribe button at the bottom of each email.

3. To analyse trends and keep track of the church’s ongoing needs. For example, we might use demographic and geographical data to make decisions about things like which small groups to start next term. Or we may use event data to analyse how many participants are not on our main church database.

4. To maintain accurate and up to date records or our employees, volunteers and attendees to our Sunday gatherings.

5. To run Disclosure and Barring Service checks on employees and volunteers in accordance with our safeguarding and employment policies.

6. To fulfil our financial, contractual and legal obligations as a charity and registered company.

Where do we store your personal data?

We are committed to holding your personal information securely. Only staff at Gwynedd Vineyard/Vineyard 53 and authorised volunteers who need to see it are able to access it.

As the church has limited office space, nearly all of the personal data we collect is not stored locally on computers but in secure Google Drive folders and on ChurchSuite or Squarespace. All platforms use encryption during transmission and store data on secure servers.

All computers that have access to personal data are password protected.

We ask staff and volunteers not to save passwords for apps and sites that hold secure data locally on laptops and to log out of secure Google Drive folders and ChurchSuite and Squarespace when they are not using them.

Most paper files that hold personal information are kept on secure premises in locked filing cabinets. Some authorised staff and volunteers stored limited paper files in their houses, but these are kept to an absolute minimum and stored securely and out of sight.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How do we share your personal data?

Gwynedd Vineyard/Vineyard 53 will never share or sell your personal data with any other organisation without your consent unless we are required by law to do so.

What is our legal basis for processing your data?

Our legal basis for processing your data is different depending on what we collected it for. The following list covers the main types of data that we hold:

1. Data collected via our Connect cards and website is held under two legal bases:

- You consent to us holding your email address so we can contact you as part of our mailing list.

- We have a legitimate interest to store data about those attending our Sunday gatherings. This helps us to analyse trends and keep track of the church’s ongoing needs so that we can fulfil our role as a church community organisation.

2. Data collected when you sign up to a small group, rota or event is held as part of our legitimate interests.

3. Data collected about your children for Vineyard Kids is held subject to your consent. This includes additional consent for any information about health and gender.

4. Financial, gift aid and criminal records information is collected as necessary in compliance with a legal obligation.

5. Information about employees is held as necessary for compliance with a legal obligation and for the performance of a contract with the data subject.

How long do we hold your data for?

The length of time that we will retain your data will vary depending upon the purpose for which it is processed. Data that is held by us on consent is only kept for as long as we have your consent to process that data. For a full list of our data retention periods you can contact us at hello@gwyneddvineyard.org.

Your Rights

Under UK legislation you have a number of rights about how your data is processed. Full details of your personal rights can be found on the Information Commissioner’s Office website - https://ico.org.uk/.

Your rights include the right to:

1. Request access to the data we hold about you,

2. Have inaccurate and incomplete data rectified,

3. Have the personal data we hold on you deleted (except where we are required to hold the data by law),

4. Restrict the processing of your personal data in certain circumstances.

Data that is held on consent will only be processed as long as we have your consent. To withdraw your consent you can contact us by emailing us at hello@gwyneddvineyard.org.

Other Websites

Our site may, from time to time, contain links to and from other websites, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Cookies

Our websites use cookies for the following reasons:

1. To allow you to carry information across pages of our websites and avoid having to re-enter information when you return to one of our sites.

2. To measure our website traffic and analyse how our websites work. This will allow us to make changes to our websites in the future and make them easier to use.

You can accept or decline cookies by modifying the settings in your browser. Please note that if you disable all cookies then you may not be able to access some parts of our websites.

Changes to Our Privacy Policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

If you have any questions, comments or requests regarding this privacy policy please email hello@gwyneddvineyard.org or write to us at:

Gwynedd Vineyard

c/o 26 Mill Lane

Chester

CH2 1BT