All Saints Hanley privacy notice

The PCC of All Saints Hanley, Stoke-on-Trent respects your privacy and is committed to protecting your personal data.

1. Your personal data – what is it? 

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we? 

All Saints Hanley is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, including:

• Identity Data; first name, maiden name, last name, username (or similar identifier), marital status, title, date of birth, ethnic group, gender, photograph, video footage and any other biographical information you may provide us.
• Contact Data; billing address, delivery address, email address and telephone numbers.
• Financial Data; bank account and payment card details.
• Transaction Data; details about payments to and from you and other details of events, products or services you have purchased from us or gifts you have donated to us.
• Technical Data; internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data; your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data; information about how you use our website, events, products and services.
• Marketing and Communications Data; your preferences in receiving marketing from us and our third parties and your communication preferences.
• Special Category Data; racial or ethnic origin, religious or philosophical beliefs

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data at law as the data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We will always make it clear to you when we collect this information and why. 

Where we need to collect your personal data to perform the contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel your tickets to an event or service you have with us but we will notify you if this is the case at the time.

4. How is your personal data collected?

We use different methods to collect data from and about you which include:

Direct interactions: You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• are involved in the life of the church through one of our gatherings, groups or activities;
• are photographed or filmed during our services or events;
• apply to volunteer with us;
• when we ask you to undertake a DBS check before volunteering with us;
• donate online or completing a giving envelope;
• create an account on ChurchSuite;
• register for an event or course;
• subscribe to our publications;
• request marketing to be sent to you;
• respond to a survey;
• submit a complaint; or
• give us some feedback

Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. 

Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:

• Technical Data from analytics providers such as Google based outside the EU.
• Identity and Contact Data from publicly available sources such as Companies House based inside the EU.

5. How do we process your personal data? 

All Saints Hanley holds records of the people in our congregation, volunteers, guest and service users and use this information to coordinate church activities and to keep individuals informed of things happening in the life of the church.

All Saints Hanley complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes to: 

• manage, administer and promote the life of the church;
• manage, maintain and publish the electoral roll in accordance with Church Representation Rules;
• determine your suitability to volunteer for our work with vulnerable adults, children and youth;
• administer financial transactions and donations (including the processing of gift aid applications);
• administer our courses or events;
• manage our websites and social media accounts;
• manage our volunteer teams and employees;
• prevent and detect crime;
• where we need to comply with a legal or regulatory obligation.
• enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution to enable us to further our charitable purpose; 
• administer membership records; 
• fundraise and promote the interests of the charity; 
• inform you of news, events, activities and services running at All Saints Hanley. This is facilitated through a third party email service provider.

You have the right to withdraw consent to marketing at any time by clicking on an unsubscribe link in one of our emails to you or by emailing allsaintshanley@outlook.com. 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please email allsaintshanley@outlook.com.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Where and whenever necessary, we will seek your prior consent to the new processing.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

6. What is the legal basis for processing your personal data? 

• Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and keep you informed about church/diocesan events. 
• Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement; 
• Processing is carried out by a not-for-profit body with a political, philosophical or religious aim provided: the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent. 
• Legitimate interests: for standard internal administration such as keeping an accurate record of who attends our church community, organising rotas and coordinating small groups.

7. Sharing your personal data 

Your personal data will be treated as strictly confidential and will only be shared with other employees & key volunteers of All Saints Hanley, in order to carry out a service to other members of All Saints Hanley or for purposes connected with All Saints Hanley. We will only share your data with third parties outside of All Saints Hanley with your consent.

7.1 Third party service providers

7.1a MailerLite

We use MailerLite to manage our email marketing subscriber list and to send newsletters. By subscribing, you acknowledge that your information will be transferred to MailerLite for processing. MailerLite is based in the EU (Lithuania) and is committed to high data protection standards. Where data is transferred outside the UK or EEA by MailerLite, they ensure appropriate safeguards are in place (such as Standard Contractual Clauses) to protect your personal data. For more information, please see MailerLite’s Privacy Policy (https://www.mailerlite.com/legal/privacy-policy).

7.1b ChurchSuite

To facilitate modern church communication, volunteer management and day-to-day administration, All Saints Hanley also uses ChurchSuite. ChurchSuite acts as our data processor, providing a secure, encrypted cloud-based system to store and process the personal information you share with us.

The information we store on ChurchSuite depends on the information provided by you. We may store the following information on ChurchSuite:

• Contact details: your name, address, email address and phone numbers.
• Demographics: date of birth, gender and marital status.
• Family links: connections to a spouse, partner or dependants.
• Church life details: small group membership, attendance records and roles within volunteer teams or rotas.
• Financial data: records of financial donations, Gift Aid declarations, or payment details for ticketed church events.
• Children’s information: names, ages, medical/allergy notes, and emergency contact details for check-in safety.

If you are invited to use My ChurchSuite (our secure member portal), you have complete control over your privacy settings. By default, your contact information is hidden from other members and you can choose to opt-in and make specific details (like your phone or email number) visible to other logged in verified members of our church directory to help build community.

If you serve on team or a rota, your name and chosen contact details will be visible to other members of that specific team to coordinate scheduling.

Because your data belongs to you, you maintain full control of this. Through your My ChurchSuite account you can access and download a copy of the data; edit, update or correct information; manage your communication preferences; and request deletion of your records.

7.1c WhatsApp

All Saints Hanley uses WhatsApp to communicate to members. Users have to sign up to be added to the broadcast channel or various groups in the community.

The data collected by All Saints using this platform is numbers, names (if provided) and any details shared in the chat. Only admins can see the numbers in the main broadcast channel. In the groups and other chats in the community, other users can see other people’s numbers. However, users must request to join these groups, so users remain in control of their information.

7.1d SumUp

We use SumUp to process card payments on site. When you make a donation via the Collectin device, we use SumUp to process your card payment securely. The transaction data is encrypted at the terminal level, and we do not store your financial details.

If you opt to receive a digital receipt via email or SMS, your contact information (email address or phone number) will be collected and transmitted to SumUp solely to generate and deliver the receipt. This data is processed in accordance with SumUp’s Privacy Policy.

7.1e Give A Little

When you make a donation to us using our fundraising links, QR codes or on the Collectin device, you are directed to an external checkout hosted by our donation platform provider: Give A Little (operated by Caution Your Blast Ltd), and processed securely by our payment partner SumUp.

Anonymous donations: If you simply tap your card or device to donate a set amount, no personal data is collected or retained by us. We only receive an anonymised transaction summary (amount, time, and device ID) for accounting purposes.

Gift Aid and Digital Receipts: If you choose to interact with the device’s screen to claim Gift Aid or request a receipt, the device will securely collect your name, email address, and/or billing address. This personal data is handled by Give A Little strictly as our data processor to fulfill your request and comply with HMRC rules.

Financial transactions are securely handled by integrated payment processor SumUp. The physical card reader fully encrypts your card details at the point of capture. Neither we nor Give a Little ever receive or store your usable credit or bank account details.

As the data controller, we have access to payment summaries (donation amounts and timestamps) and any personal details you explicitly provide (such as your name and email for receipts or Gift Aid claiming) to fulfil legal and accounting obligations.

For more information on how your data is secured, please review the Give a Little privacy policy.

7.1f Microsoft forms

We use Microsoft Forms to collect and manage feedback, survey responses and event registrations.

We may collect personal details such as your name, email address and any specific information you provide within the form. We use this data solely for the administrative or operational purpose stated on the individual form. Information submitted through Microsoft Forms is encrypted in transit and rest in compliance with Microsoft’s enterprise security standards. Access to Microsoft Forms is restricted to authorised personnel who require it for operational purposes.

We may collect allergy details within the forms, in order to provide food at events that cater to people’s dietary needs. We process this data to protect your vital interests and data is given strictly based on your explicit consent. You may withdraw your consent for us to hold this medical information at any time.

8. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, key volunteers, agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. How long do we keep your personal 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.

We also keep data in accordance with Church of England guidelines. Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

10. Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: 

• The right to request a copy of your personal data which All Saints Hanley holds about you; 
• The right to request that All Saints Hanley corrects any personal data if it is found to be inaccurate or out of date; 
• The right to request your personal data is erased where it is no longer necessary for All Saints Hanley to retain such data; 
• The right to withdraw your consent to the processing at any time 
• The right to request that All Saints Hanley provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability). This only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means. 
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; 
• The right to object to the processing of personal data, (This only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics)
• The right to lodge a complaint with the Information Commissioners Office

11. Contact Details

To exercise all relevant rights, queries of complaints, in the first instance please contact:

• allsaintshanley@outlook.com
• All Saints Hanley, 512 Leek Road, Stoke on Trent, ST1 3HU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You can also contact the Information Commissioners Office on:

• 0303 123 1113
• https://ico.org.uk/global/contact-us/email/
• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Last Updated: 16 September 2026

Adopted by the PCC of All Saints Hanley

Date adopted: 27/4/26

Review date: April 2027