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1. INTRODUCTION

Your privacy is important to Wellspring Church (We/Us/Our) values everyone who engages with us by whatever means, and we do all we can to protect your privacy and to make sure the personal data you give us is kept safe. This notice explains how we collect data, how we use and store that data and what it means for you.

2. WHAT INFORMATION DO WE COLLECT?

We collect personal information when it is needed to fulfil a service for you, for example, when you engage in services we offer, sign up for an event, make a donation, request information, or otherwise voluntarily provide your personal details.

Information We Collect

We collect the information you provide, which may include

  • Your name and contact details, including postal address, telephone number, email address.

  • Your date of birth

  • Financial information, such as bank details or credit/debit card details, where you provide them to make a payment (Make a donation to us) We don't store credit or debit card details, but we're required to store bank details in some circumstances, including when they're used for direct debit payments. 

  • Information about our services which you use/which we consider of interest to you

  • Information as to whether you are a taxpayer so that we can claim Gift Aid.

You are not required to provide personal data to us. Note, however, that your failure to do so may prevent or adversely affect our ability to provide the services you request. For example, we are unable to update you about the opening times of certain events if you do not give consent for us to use your contact information for this purpose.

Information collected by visiting our website

When visiting the Wellspring Church’s website, or websites of our projects, we follow standard practices and may use features which collect your IP address and data on which pages you are visiting on our site. Similarly, as for many websites, we may also issue cookies to enable certain features to function properly, track traffic or improve user experience in other ways. Cookies place certain information on your device to allow this to happen. This allows us to tailor your experience to what we think you want to see.

Information collected via social media

Social media features and widgets are either hosted by a third party or hosted directly on our site. Your interactions with these features are governed by the privacy notice of the company providing that service.

Depending on your own settings or the policies of social media and messaging services such as Facebook, WhatsApp or Twitter, YouTube and Instagram you may be providing Wellspring Church, our projects, and other organisations access to certain information. If you have concerns, you should check with those services to ensure you're happy with the information being shared.

Information collected from third parties

We use third-party sites (e.g., PayPal, iTunes, TuneIn, MailChimp, Eventbrite) to enable you to sign up for events, access our services or donate to our charity. We will store any information that they collect from you and pass it on to us in order to provide the service you are signing up for. If you have concerns, you may wish to check their privacy policies to find out more information on how they will process your data.

Information collected by Wellspring Church personnel (the term ‘personnel’ includes Representatives, Associates, Volunteers, paid staff and Trustees)

As you interact with Wellspring Church personnel or those of our projects, there will be occasions where we will collect and store basic personal information which you have given us through them. These details may be shared within Wellspring Church, but only for the purposes for which you gave the information in the first place.

3. LAWFUL BASIS

We store and process data for the primary purpose of achieving our charitable purposes as set out in the Introduction of this Privacy Notice.

The lawful bases for processing data are defined as:

  1. Consent: you have given clear consent for us to process your personal data for a specific purpose.

  2. Contract: the processing is necessary for a contract we have with you.

  3. Legal obligation: the processing is necessary for us to comply with the law.

  4. Vital interests: the processing is necessary to protect someone’s life.

  5. Public task: the processing is necessary for us to perform a task in the public interest.

  6. Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party.

Where the data is provided for financial support, we store and process your data in order to comply with current charitable and financial legislations, such as processing donations and claiming the related Gift Aid. This is a legal obligation.

Where the data is provided in exchange for a service, for example, ordering materials, we store and process your data to fulfil the contract you have made with us.

We collect and process personal data for the purpose of entering contractual relationships or for pre-contractual steps at the request of the individual, such as data processed on behalf of Well Spring Church employees and Well Spring Church-appointed Representatives.

We require consent from you as to whether we may contact you to promote Well Spring Church activities, events and fundraising, including the method of contact you prefer.

4. WHAT DO WE DO WITH YOUR INFORMATION?

We may use the personal data we collect to do one or more of the following:

  • Process donations you give us, including claiming gift aid;

  • Provide information or materials you have requested;

  • Keep you up to date on news and stories about our activities and work;

  • Ask for financial and non-financial support, such as volunteering or prayer;

  • Keep records of your relationship with us, e.g. questions you have asked.

  • Applying for a job or volunteering with us

Where you provide personal data and sensitive personal data when applying for a job with us, we will process, store and disclose the personal data we collect to:

  • Support the recruitment process;

  • Answer any questions you may have;

  • Use third parties to provide services such as references.

Where you provide personal or sensitive personal data, such as dietary requirements, mobility requirements or health information, we will store, process and disclose the personal information we collect to:

  • Deliver the volunteering opportunity, including the disclosure of sensitive data, such as medical information, (e.g. to ensure the safety of children in crèche);

  • Provide the administration of these events or opportunities to serve;

  • Use third parties to provide services such as references and criminal referencing, such as DBS checks;

  • Provide appropriate support;

  • Answer any questions or feedback you may have.

5. HOW AND WHERE DO WE STORE YOUR INFORMATION?

How long we store your information?

We will keep your personal information only for as long as we consider it necessary to carry out each activity. We take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned.

For example, we will retain details of donations for up to 7 years to meet tax and accounting requirements, but we will only hold sensitive medical personal information provided to participate in crèche until your child is no longer attending crèche.

We may make limited use from time to time of external companies to process personal data on our behalf. For example, we may use PayPal to receive donations. When we do use external companies, we remain responsible for the storing and processing of your personal data. We do not store credit card details.

Where we store your personal information

We store the data you provide in our password-protected cloud databases (e.g. Microsoft OneDrive, DropBox, MailChimp, Gmail). Any hard copies are stored in locked filing cabinets. Some of our service providers (e.g. MailChimp) lie outside of the United Kingdom (UK). Therefore, sometimes we transfer your data outside the UK. These agents are bound by contract to protect your data and we remain responsible for their actions.

We take all reasonable steps to ensure that your data is stored and processed securely, whether in electronic or hard copy formats, and is protected from unauthorised access, use or disclosure.

6. WHO DO WE SHARE YOUR INFORMATION WITH?

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

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

  • We may need to pass on information if required by law or by a regulatory body, for example, as part of a Gift Aid audit by HMRC or if asked for details by a law enforcement agency.

  • 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. 

7. CHILDREN

We may ask for details concerning children to provide appropriate services, such as crèche and groups for children such as Tiny Treasures, Energise and Sorted Youth. This may include medical and allergy information. If a child is over 16 we may collect information directly from the child, which will be processed in an age-appropriate manner.

8. Security

We ensure that we have in place appropriate controls to protect any personal data you provide. We ensure that access to personal data is restricted only to that personnel whose roles require such access and that suitable training is provided for these people.

9. YOUR RIGHTS

As a data subject, you have a number of rights and 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 the processing.

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

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

To find out more about what these rights mean for you, please refer to the Information Commissioner's website: https://ico.org.uk/

Seeing your personal information, changing your personal information and consent preferences. You can update your personal information and/or change your preferences on what you receive from us, including marketing and fundraising materials, or how we contact you, by mail, or email at any time: To enforce any of the foregoing rights or if you have any other questions about this privacy notice, please contact Us using the details set out in the section “How to Contact Us”

10. How to Contact Us

If you have any questions about this Privacy Policy or your rights under the DPA 2018, please contact Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you.

By post to: Data Protection, 102 Vale Road, Rhyl, LL18 2PD

By email at wellspringchurchhome@gmail.com  Please use the subject line “data protection”

Please note that we may need to hold onto data for legal reasons, e.g. financial information for auditing purposes. In these cases, we will store the minimum data required and will delete it as soon as we are able.

11. How to complain

If you are unhappy with the way that we have processed or handled your data, please contact Us (see How to 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, Chester, SK9 5AF 

Telephone: 0303 123 1113 Website: https://ico.org.uk/concerns/ 

Our registration number with the Information Commissioners Office is: Z2895411 

12. 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. 

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