Privacy Statement


This document explains how we process information about you. It explains how and why we deal with your information and what your rights are. The ways we use your information are ways you would expect - like managing teams and keeping you informed about events. For some specific things we’ll ask for your consent. For more information please read the Privacy Statement in full.

You can tell us that you’ve changed your mind about giving your consent. You can also tell us if information we hold is not accurate or if you want us to delete the information we hold about you. Details of how to do this are in the Privacy Policy below.

Privacy commitment

Hope Church is committed to protecting and respecting your privacy. This document sets out what personal data we collect from you, or that you provide to us, and how it will be used.If you have any queries please email to [email protected]

Where we collect information from

Generally, we will only collect your data when you give it to us directly, e.g. when you:

  • Sign up to our mailing list
  • Give us your details at one of our events or activities
  • Apply for or attend one of our events or activities (paid or free)
  • Register your child(ren) for one of our events
  • Contact us on one of our online platforms such as (but not limited to) our website or Facebook
  • Contact us directly by telephone, electronically, post or in person
  • Make a donation to the church

Sometimes we may also receive your data indirectly because you have given permission to other organisations to share your data, or it is publicly available. For example: your likes and preferences on social media.

What we collect and how it is used

Personal Data

Personal data includes your contact details, date of birth, your contact preferences, details of communications with you, images of you taken at participatory and public events, details of your transactions and your access or other requirements. We may also keep information such as which groups you are part of, what courses and events or activities you have attended.

We use this information to effectively manage the church, to provide you with the best service for your needs and to keep you informed about Hope Church.

Special Category Data

Special Category Data may be asked for in certain instances; this includes your bank details (if we need to pay you), gender, medical information including allergies and next of kin. In certain situations, we may also record information regarding pastoral care and support that is given to you.

This information is available to a restricted number of people for whom it is deemed necessary. It is used to process some transactions, in the case of an emergency, or safeguarding or aggregated and anonymised for monitoring.

Children’s Data

We collect and store data for under 18s who participate in any of our events or activities, which includes Special Category Data. Where possible and when appropriate, we obtain consent from the parent/carer of the child before collecting this data. This information is available to a restricted number of people for whom it is deemed necessary. When the young person reaches 18, consent is sought from the individual.

Why do we collect and use your information?

You give us your personal data so that we can efficiently and effectively manage the administration of the church and the events and activities that we do, including providing appropriate pastoral care, monitoring and assess the quality and effectiveness of the services we provide and to fulfil our purposes as a church.

Based on your contact preferences we use your details to keep you up to date with the latest information and forthcoming events. You can opt out of this at any time.

When you make a donation to Hope Church and choose to make a Gift Aid declaration this will be stored against your record and your Personal Details will be shared with HMRC.

When you help in a role (as paid, unpaid, work experience or intern) that requires a DBS (Disclosure & Barring Check) to comply with safeguarding regulations, data is shared with the organisations required to perform the DBS check.

Like many websites, Hope Church uses tiny computer files called ‘cookies’ to enhance your browsing experience. We do not identify you through the use of cookies or information sent by your computer except where you have asked us to remember your details.

How we keep your data safe and who has access

We have processes in place and carry out regular reviews of who has access to data to ensure that your information is only accessible to appropriately trained and identified people. Special Category Data is only accessible to the people for whom it is deemed absolutely necessary.

Your records are kept on a secure database which has restricted access on a need-to-know basis only.

Paper files with Personal and Special Category Data are kept to a minimum and are stored securely when not in use. When they are no longer needed, paper copies are securely shredded.

If there is a breach of data that is likely to have a detrimental effect on individuals (for example, result in discrimination, damage to reputation, etc) Hope Church will notify the Information Commissioners Office within 72 hours of becoming aware of the breach. Any individuals affected will also be notified within this timeframe.

Who do we share your information with?

If legally required we may disclose your information to the police, regulatory bodies or legal advisors. We will only share your data in other circumstances with your consent.

We do not share your information with anyone outside the church except as described in this statement.

Keeping your information up to date

Please let us know when your details change so that we can make sure that our information is current. However, we do have other processes in place to ensure that we keep our records up to date:

  • Images and film taken of public and participants may be used for up to ten years for marketing and publicity purposes by Hope Church. After this point, it will either be deleted, or if deemed to be of historical and public interest, added to our archive.
  • Records relating to donations, gift aid declarations, DBS checks, safeguarding and similar will be stored for at least the time required by law.
  • We periodically review all our records and may contact you to ask if your details are up to date and if anything has changed.

Your rights

If you wish to amend your data, ask us to stop using your Personal and Special Category Data for reasons other than processing your transaction, or erase your Personal and/or Special Category Data please contact us on [email protected] .

You have a right to ask for a copy of the information we hold about you. To request this please send an email to [email protected]. We will respond to requests within one calendar month.

You also have the right to:

  • Object to processing of personal data that is likely to cause, or is causing, damage or distress
  • Prevent processing for the purposes of direct marketing
  • Object to decisions being taken by automated means
  • In certain circumstances have inaccurate personal data rectified, blocked, erased or destroyed

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance by sending an email to [email protected].

The Information Commissioner’s Office can be contacted at

Finally, we are about people, not policy!

As Jesus’ church, we are not just another organisation – we are the people of God!

And as those who God has called to serve his church, we are totally committed to integrity and transparency in all we do, not because we are required to do so by UK law, but because we want to honour God and his people.

If you have any concerns or questions about the information we hold about you or what we use it for please just pick up the phone and ask! Its as simple as that.

The Data Controller

Hope Church

The Old Gospel Hall

28 Hamilton Road



01395 206207 or 07453 605 549

[email protected]

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