Data Privacy Policy

Data Privacy Policy

Who we are

We are the Friends of St Peter’s, Sudbury which is a registered charity, no. 271090. We formed in 1976 with the aim of keeping St Peter’s church in Sudbury open, in good order and enabling its use for the benefit of the community. Community groups as well as commercial organisations are encouraged to hire the building to put on events ranging from fund raising craft fairs for local scout groups, drop in cafes, to large scale commercial concerts. In addition, we organise theatrical and music events which take place in St Peter’s.

Your Data Privacy

The Friends of St Peter’s, Sudbury understand that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone with whom we communicate and will only collect and use personal data in ways that are described here, and in a manner that is consistent with our obligations and your rights under the law.
We only ask for the information we need. We treat all personal data as
confidential. When we record and use your personal information we:
 only access it when we have a good reason
 only share what is necessary and relevant
 don’t sell it to anyone

What Information We Collect

We collect personal data so we can manage our members, our volunteers, our hirers, event ticket purchasers, our email newsletters and visitors to our website.

Personal data you provide
We collect data you provide to us. This includes information you give when joining the Friends, becoming a volunteer, complete an event hire booking form, purchase a ticket online for one of our events or sign up for our newsletter. For example:

  • personal details (name, email, address, telephone etc.) when you join as a member or volunteer or complete an event hire booking form; and
  • financial information (payment information such as credit/debit card) when purchasing an event ticket

If you join as a volunteer we will ask you for an emergency contact and your relationship to that person, we also ask if you have any health issues or medical conditions that we need to be aware of and this information will be recorded.

Information created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with us as a member. When you donate to us as a member we will keep records of when and how much you give to us. When you receive our email newsletter we gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our newsletter.

Information from third parties

We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

Sensitive personal data

Where a situation arises where we collect or store sensitive personal data, such as information relating to medical conditions or health, (e g if you volunteer with us or if you have an accident in St Peter’s or at one of our events) we’ll take extra care to ensure your privacy rights are protected.

Accidents or incidents

If an accident or incident occurs in St Peter’s or at one of our events then we’ll keep a record of this (which may include personal data and sensitive personal data).

Website Cookies
Our website uses cookies to collect information. This includes information about pages viewed and your journey around our website.  Like most websites, our website uses cookies to collect information. Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse our website. They are used to ‘remember’ when your computer or device accesses our websites.  Some cookies collect information about browsing behaviour when you access this website via the same computer or device. This includes information about pages viewed, pages shared and your journey around a website. We do not use cookies to collect or record information on your name, address or other contact details.

The main purposes for which cookies are used are: –

  • for technical purposes essential to effective operation of our website, particularly in relation to site navigation
  • to enable us to collect information about your browsing patterns

If you want to disable cookies you need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use.

What We Do With Your Information

How we handle your personal information depends on how you interact with us. This may include:

Marketing
We use personal data to communicate with people, to promote the Friends of St Peter’s and to help with fundraising. This includes keeping you up to date with our news, events and fundraising information.

Administration
We use personal data for administrative purposes (ie for managing our members and for event hires). This includes:

  • receiving and acknowledging donations (eg gift-aid instructions)
  • administer membership and membership renewals
  • maintaining volunteer information
  • managing event hire bookings
  • fulfilling online ticket purchases

Sharing Information with Others

Online Ticket Purchases
We use TicketSource to provide an online ticketing resource for our events. Their customer data privacy policy can be found here. In these circumstances, the Friends are the Data Controller and TicketSource is a Data Processor.

Mailing List
We use MailChimp to deliver our newsletter. Their customer data privacy policy can be found here. In these circumstances, the Friends are the Data Controller and MailChimp is a Data Processor.

The Churches Conservation Trust
We work closely with the Churches Conservation Trust (the CCT) who have the responsibility for maintaining St Peter’s. We share information on volunteers with the CCT for safeguarding and insurance purposes.

Other Third Parties
We may share anonymised personal information with other organisations, particularly The Churches Conservation Trust, who may use this to analyse audience development programmes, ticket sales and self-generated funding to understand the impact of the public investment made in St Peter’s.

We do not share personal information with other third parties, apart from those listed above, except where disclosure is required for legal reasons.

Processing within the EU/EEA
We are based in the UK and we store our data in the UK. Some organisations which provide services to us may transfer personal data outside of the EU/EEA, but we’ll only allow them to do if your data is adequately protected. For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to, or being accessible from, the US. We will allow this, however, as we are certain personal data will still be adequately protected (as Microsoft is certified under the USA’s Privacy Shield scheme).

How Long We Hold Your Information

We will hold personal information on our systems for as long as it is necessary for us to carry out the relevant activity requested by the individual and as in line with the consent given. The personal information of individuals who are no longer involved with us will be held for no longer than seven financial years. This period meets our statutory obligation to retain information for Gift Aid and other tax purposes.

If someone asks us to cease contact with them, we will keep a record of the request, along with your personal details to enable us to comply with the request over time, but this period will be no longer than the seven financial years stated above.

Data Security

We ensure that there are appropriate controls in place to protect the personal details provided to us. Personal data is held on secure computers which are backed up to secure servers which are only accessible by approved members of the management committee and the administration team of the Friends of St Peter’s. All paper-based personal information is stored securely.

Accessing Your Information

You are entitled to view, amend, or delete the personal information that we hold. If you would like to access your personal information held by us please email your request to info@stpetersudbury.co.uk.