Privacy Policy 

Introduction

Christian Concern for One World (CCOW) is a UK registered charity (charity no 1008146) that seeks to help individuals and churches who want to show love of God and neighbour in our globalised world. We provide resources for prayer and action, including prayer materials, briefings, events and networking support. To do so, we work with a wide variety of individuals, churches, community groups, and agencies. For more details on who we are and what we do, see the About Us section of our website.

CCOW values everyone who engages with us, and we do all we can to protect your privacy and to make sure the personal data you provide us is kept safe.

CCOW is the “data controller” for the purposes of data protection legislation. This policy explains how we collect data, how we use and store information and what it means for you. Please read it carefully to understand our practices regarding your personal data and how we will treat it. By using our website or providing us with your personal information you agree to your personal information being used and stored in the manner set out in this policy.

We welcome any feedback and questions: email us on ccowemails@ccow.org.uk, ring us on 01235 851763, or write to us at our registered address: The Rectory, Church End, Blewbury OX11 9QH.

What information do we collect?

When you interact with us, we collect information about your personal details directly from you. For example when you make a donation, ask to receive one of our emails, request materials or information, enter into correspondence, or sign up for an event, we collect the information you provide. This may include:

• your name
• your email address, telephone number or postal address
• bank details such as account name, sort code and account number
• communications (such as emails or letters)

If you interact with us on social media, we may collect social media posts and messages from your social media accounts.

When you visit our website, we also collect data such as details of pages visited, files downloaded, IP addresses and a unique user ID (which helps us tell how many people have visited the site). For more details on what we collect, see our cookies policy.

If you are at one of our events, we may take your picture or record a session in which you participate. Under GDPR, we will always note that we are taking pictures and recording events, and will give you the option not to be part of group pictures. If we take pictures of you outside a group context or if you are presenting a talk and we would like to record it, under GDPR we will always ask your permission in advance.

If you donate via BTMyDonate and consent to share your details with us, we receive those details. You may wish to check BTMyDonate’s privacy policy to find out more information on how they will process your data.

If you contribute photographs, written materials or videos to CCOW – for example, by writing a story for One Small Step, sending us a picture of an event for a new story, or sending us a poster to advertise an event on our events calendar – we will collect the information you give us relating to that

In terms of sensitive data, if you sign up for an event and provide us with information about dietary requirements or your need for disabled access, this may involve our collecting information about your health. We use this information solely to ensure that we can accommodate your needs.

While CCOW is a Christian organisation, we do not assume that those who subscribe to our lists or make payments or donations are necessarily Christian, and therefore do not regard data about subscribing to our lists, ordering materials, and making payments or donations as providing evidence of religious belief.

If we are working directly with you (for example, if you interact with our Refugee Networking Officer or join our Eco Church network or write to ask our advice about a specific question), however, you may provide us with information on your denominational or church affiliation as part of that. We use that information so that, for example, we can provide you and your church with the appropriate resources and connect you, at your request, with appropriate denominational networks.

How do we use this information?

If you are getting in touch with us as a supporter,
we may use the personal data we collect to:

• Send you information such as our prayer, action, events, or topical emails
• Ask for financial and non-financial support, including volunteering, prayer support and advice on particular areas of work where you have expertise;
• Process donations you give us, including gift aid;
• Provide specific resources – such as our Fairtrade bookmarks – which you have requested;
• Connect you with people from appropriate local and denominational networks at your request;

Basis for Processing Your Data
Consent
If you are a new supporter coming on board for the first time, we will process your personal data on the basis of the consent you provided us with. You are free to change your preferences at any time by contacting us by telephone, post or email. If you are an existing supporter, we will continue to contact you in the ways for which you have given us consent to do so.

Legitimate Interest:
We may also contact you by email, post or telephone where we have a legitimate interest to do so, for example, if we have been working together in a network and want to update you on its activities, or if you have registered for and/or attended one of our events and there is a follow-up email with materials from the event.

As part of our aim to provide our supporters with materials for prayer and action and to build long-term relationships with our supporters, if it is in our legitimate interest, we will send you communications via post unless you have told us you do not wish to receive these communications. When we send anything to you, we’ll make sure you can then choose what you want to receive, what you don’t, and the manners in which you’d like us to contact you.

At all times, we will respect your contact preferences. You can change your preferences at any time or object to us processing your data by contacting us by telephone, post or email as shown in the section on Preferences below.

If you are applying to us for a job or volunteer opportunity,

Where you provide personal data and sensitive personal data when applying for a job with us, such as the information on your CV, we will process, store and disclose the personal data we collect to:

• Support the recruitment process;
• Answer any questions you may have;
• Check your references

Where you provide personal or sensitive personal data, such as dietary, mobility requirements or health information, to volunteer with us we will store, process and disclose the personal information we collect to:

• Support your work while you are a volunteer with us
• Ask you to evaluate your volunteer experience
• Answer any questions or respond to any feedback you may have

If you are sending us material as a contributor:

All material sent to us is subject to approval by CCOW before being used. By sending us material, you are automatically agreeing to CCOW editing; we will, however, ask your consent before using any edited material unless the editing is minimal (eg cropping a photo for use on Twitter). This agreement is lifelong and royalty free.

By submitting material you agree that CCOW has the right to share the material with any third party involved in the submission and receipt of the material as well as any third parties which CCOW uses to act on their behalf.

Material must not violate any copyright laws, the rights of any third party or any other laws. Photographs and videos must have been taken with the knowledge of the subjects, or where the subjects are under 18, with the permission of their parent or guardian. All identifiable subjects must have given permission for the material to be used by CCOW.
Under certain laws and regulations CCOW might be required to disclose information to government agencies or employees. By submitting material you authorise CCOW to do this without having to give you prior notice.

CCOW will use any material in accordance with our own data protection policy and the General Data Protection Regulation

Preferences

You can change your preferences on what you receive from us or how we contact you, by mail, phone or email, at any time

You can do so by:
Ringing us on:  01235 851763
Emailing us on: ccowemails@ccow.org.uk
Writing to us at:
CCOW
The Rectory
Church End
Blewbury OX11 9QH

You can opt out of our newsletter emails by clicking on the unsubscribe link at the bottom of the emails.

How long do we keep information?

CCOW will endeavour to keep your personal data up-to-date, ensuring its accuracy and will not keep it for longer than it is required. In some situations, there are set legal requirements for the length of time that CCOW will retain your personal data but usually CCOW will use its discretion, ensuring that personal data is not kept outside of the time that we need it to provide you and/or your church with services or to maintain records of our organisation and/or work we have undertaken of which you were a part.

For example, we are required by law to keep information about donations for six years. In our historical records, information about donations may also be included in our treasurer’s reports and accounts and minutes of our meetings..

Security

We make every effort to put appropriate technical controls in place to protect any personal data you provide. For example, we ensure that our website is protected and routinely monitored and endeavour to store data securely.

We ensure that access to personal data is restricted only to those staff members and trustees whose roles require such access.

We use external companies to collect or process personal data on our behalf for certain purposes; for example, MailChimp, which is an email provider, and Eventbrite, which takes registrations online for events. These companies provide assurances that they are secure and compliant with GDPR. MailChimp’s privacy policy is here; Eventbrite’s is here.
However, we need to remind you that despite all our efforts, the internet cannot be guaranteed to be 100% secure, and that you submit data at your own risk.

If you would like further information about our security policies, please contact us on ccowemails@ccow.org.uk, 01235 851763 or at our postal address.

Sharing your information

We do not share or swap your information with any other charities, groups or organisations except those acting as data processors on our behalf – such as MailChimp or Eventbrite (see Third Parties below) – unless you give us express consent to do so for a particular purpose in the course of work we are doing together.

Legal duty

We may need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by the HMRC, or if asked for details by a law enforcement agency

Third Parties

We use external companies to collect or process personal data on our behalf for certain purposes; for example, MailChimp, which is an email provider, and Eventbrite, which offers a means of booking online for events. These companies have provided us with assurances that they are secure and compliant with GDPR. <

Your Rights

CCOW actively supports the principle of “fair and transparent” processing of your personal information. We support your rights in relation to your personal information under the General Data Protection Regulation, including the:

• right to be informed (chiefly via this policy)>
• >right of access
• right to rectification
• right to erasure
• right to restrict processing
• right to data portability
• right to object
• rights related to automated decision-making including profiling

If you wish to exercise any of these rights, please contact us on ccowemail@ccow.org.uk, 01235 851763 or by post at The Rectory, Church End, Blewbury, OX11 9QH.

Changes to this Policy

This policy was last updated in May 2018. We may amend this policy from time to time to take account of changes to our processes or changes to data protection or other legislation. If we make any significant changes to this policy we will show this clearly on our website. By continuing to use our website you will be deemed to have accepted these changes.