Privacy Policy

Introduction

Churches Together in Luton (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use the Praise in the Park Luton website at praiseintheparkluton.co.uk, register as a volunteer, make a donation, or attend our event.

This policy is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand our practices regarding your personal data.

Data Controller

The data controller responsible for your personal data is:

Churches Together in Luton
Praise in the Park Luton
Email: francoise.julian@wofc.org.uk

If you have any questions about how your data is handled, please contact us using the details above.

Information We Collect

We may collect and process the following types of personal information:

Information You Provide to Us

• Volunteer Registration: Name, email address, telephone number, church affiliation, areas of interest, skills, availability, and any additional information you choose to provide.
• Contact Forms: Name, email address, and the content of your message when you get in touch with us.
• Donations: When you make a bank transfer, your bank may share your name and payment reference with us. We do not collect or store your bank account details.
• Event Registration: Name, email address, and any accessibility requirements you may share with us.

Information Collected Automatically

• Cookie Data: Information about your cookie preferences and consent choices. See our Cookie Policy for full details.
• Technical Data: If you consent to analytics cookies, we may collect anonymised data such as browser type, device type, pages visited, and time spent on our website.
• IP Address: We collect anonymised IP addresses for security purposes and cookie consent logging. IP addresses are partially anonymised before storage (the last segment is removed).

How We Use Your Information

We use your personal information for the following purposes:

• Event Organisation: To plan, manage, and deliver the Praise in the Park event, including coordinating volunteers and communicating event details.
• Communication: To respond to your enquiries, send event updates, and share relevant information about the event.
• Volunteer Management: To process volunteer applications, assign roles, arrange training, and coordinate on the day of the event.
• Donation Processing: To acknowledge and record donations received for the event.
• Website Improvement: To analyse how our website is used (with your consent) and make improvements to your browsing experience.
• Legal Compliance: To comply with legal obligations, such as maintaining records for audit purposes and responding to lawful requests.
• Safety & Safeguarding: To ensure the safety of attendees, volunteers, and staff at the event.

Legal Basis for Processing

We process your personal data on the following legal bases under the UK GDPR:

• Consent (Article 6(1)(a)): Where you have given clear consent for us to process your data for a specific purpose, such as subscribing to event updates or consenting to analytics cookies.
• Legitimate Interests (Article 6(1)(f)): Where processing is necessary for our legitimate interests in organising and promoting the event, provided these interests do not override your rights. This includes contacting volunteers about event logistics and maintaining website security.
• Legal Obligation (Article 6(1)(c)): Where processing is necessary to comply with a legal obligation, such as maintaining financial records of donations.

Data Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

• Event Team: With authorised members of the Praise in the Park organising team and Churches Together in Luton for the purpose of event coordination.
• Church Leaders: With relevant church leaders where this is necessary for volunteer coordination, and only with your knowledge.
• Service Providers: With trusted third-party service providers who assist us in operating our website (such as web hosting), subject to appropriate data processing agreements.
• Legal Requirements: Where we are required to disclose information by law, regulation, or court order.
• Safety: Where disclosure is necessary to protect the safety of individuals at the event.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Our retention periods are as follows:

• Volunteer Data: Retained for the duration of the event planning cycle and for up to 12 months after the event, unless you consent to being contacted about future events.
• Contact Form Enquiries: Retained for up to 6 months after your enquiry has been resolved.
• Donation Records: Retained for up to 6 years in accordance with financial record-keeping requirements.
• Cookie Consent Records: Retained for the duration specified in your cookie settings (up to 1 year), with server-side consent logs retained for up to 2 years for compliance purposes.
• Website Analytics Data: Anonymised analytics data may be retained for up to 26 months.

After the retention period expires, your data will be securely deleted or anonymised.

Data Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption on our website to protect data in transit.
• Secure password-protected access to administrative systems.
• Regular reviews of our data handling practices.
• Limiting access to personal data to authorised individuals only.
• Anonymisation of IP addresses in consent logs.

While we take all reasonable precautions, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of your data.

Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
• Right to Erasure: You have the right to request that we delete your personal data, subject to certain legal exceptions.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
• Right to Object: You have the right to object to the processing of your personal data where we are relying on legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at francoise.julian@wofc.org.uk. We will respond to your request within one calendar month as required by law.

Children’s Privacy

Our website is not directed at children under 13. We do not knowingly collect personal information from children under 13 without the consent of a parent or guardian. If we become aware that we have inadvertently collected personal data from a child under 13 without appropriate consent, we will take steps to delete that data as soon as possible.

Where volunteers are aged 16 or 17, we may require parental or guardian consent before processing their personal data.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or how we process personal data. Any changes will be posted on this page with an updated revision date.

Where significant changes are made that affect how we use your personal data, we will make reasonable efforts to notify you, such as by displaying a notice on our website.

Complaints

If you are unhappy with how we have handled your personal data, we encourage you to contact us first so we can try to resolve your concern.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority set up to uphold information rights. You can contact the ICO at:

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:

Churches Together in Luton
Praise in the Park Luton
Email: francoise.julian@wofc.org.uk