Date agreed by the Board: 19th November 2020
Sports Chaplaincy UK Privacy Statement
Under Data Protection legislation the Charity Trustees of Sports Chaplaincy UK are the Data Controller and can be contacted by ringing 0800 181 4051 or emailing gdpr@sportschaplaincy.org.uk.
Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
| Purpose | Data (key elements) | Basis |
| Registering as a chaplain | Name, email, postal address, personal information | Legitimate interests – it is necessary to process this information for pastoral support, training & to keep in touch |
| Submitting Expression of Interest Forms | Name, email, postal address, personal statements | Legitimate interests – it is necessary in order to process the application |
| Giving references | Name, email, postal address, occupation | Legitimate interests – it is necessary for processing applications for staff appointments and potential chaplains. |
| Enquiring about our organisation and its work | Name, email, message | Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
| Subscribing to email updates about our work (resources, events, etc) and to the Prayer Diary | Name, email, postcode (if given) | Consent – you have given your active consent. |
| Signing up for an event | Name, email, address | Consent – when you book onto an event you are giving us consent to process your data. |
| Making a donation | Name, email, address, payment information | Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message. |
| Processing Gift Aid | Name, Address, financial information | Finance Act 2010 |
| Website functionality | Website activity collected through cookies | Legitimate interests
– it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process. |
This data will be stored on the Sports Chaplaincy UK database which is held on Dropbox and the SCUK office computer both of which are password protected. It may also from time to time be held on other devices all of which will be password protected and where possible encrypted.
Access to this information is restricted to those for whom it is necessary in order to pursue the legitimate operation of the charity within their work for the charity, normally the CEO and Administrator.
Data is deleted when no longer legitimately required in accordance with the Sports Chaplaincy UK Retention Policy unless you give specific consent for it to be retained. For access to the SCUK Retention Policy please contact us on gdpr@sportschaplaincy.org.uk.
You have the right to ask to see any information we hold about you by submitting a ‘Subject Access Request’ to gdpr@sportschaplaincy.org.uk. You also have the right to ask for information which you believe to be incorrect to be rectified.
If you are concerned about the way your information is being handled please contact our Data Protection Trustee on gdpr@sportschaplaincy.org.uk. If you are still unhappy you have the right to complain to the Information Commissioners Office.
Third parties we use
For a number of processes we use Third Parties to process data, who all comply with GDPR legislation. These are listed below for your information:
| Process | Third-party | Privacy Policy |
| Storage of personal information securely | Dropbox | https://www.dropbox.com/en_GB/privacy |
| Online web forms | Survey Monkey | https://www.surveymonkey.com/mp/legal/privacy-policy/ |
| Sending of mass emails | MailChimp | https://mailchimp.com/legal/privacy/ |
| Booking onto Regionals/Conferences | Eventzilla | https://www.eventzilla.net/en/privacy |
| Payments for membership | Stripe | https://stripe.com/gb/privacy |
| Other Payments | Paypal | https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev |
| Donating to us | CAF | https://www.cafonline.org/navigation/footer/privacy |
| Donating to us | Stewardship | https://www.stewardship.org.uk/privacy/privacy-notice |
Protecting Your Information
We want you to feel confident about using our services and are committed to protecting the personal information that we collect. Accordingly, we take all reasonable administrative, technical and physical steps in order to maintain the security of the information you provide and to operate appropriate security measures to protect that information in compliance with applicable laws and standards.
Please remember, however, that no electronic communication over the Internet can be guaranteed to be 100% secure.