PRIVACY POLICY / FAIR PROCESSING NOTICE (GDPR)

Introduction

Unbound Prayer Lincoln (“We/Us/Our”) Team’s voluntary ministry members (“Members”) offer Unbound prayer ministry (“Ministry”) appointments to clients in accordance with the Ministry’s Guidelines and Procedures. Our Members include trainers, prayer team members, administrators and helpers. Our Members do not offer counselling but the logistical requirements are similar and include operating a booking system for clients and an Unbound ministry development system for Members.

In addition, We are supporting the establishment of other Unbound prayer teams across the UK. We will soon registered as an incorporated charitable company.  We operate this website to promote our local work and support the establishment of other UK regional Unbound teams.

We operate within the Roman Catholic Diocese of Nottingham (“DofN”) with the permission of the Bishop of the Diocese.  We follows the DofN’s policies for Data Protection, Privacy and Safeguarding.

The new Data Protection Regulations (GDPR), in effect since 25th May 2018, ask businesses and charities to be clear on personal data collected and how it is used.  This privacy policy explains what personal data We collect about you and how We use it. References to personal information or data means information or data on you.

Typical Processing

So as to stay in touch with you about Our news and information about events, conferences and retreats, and so as to be able to offer you prayer and follow up on Ministry appointments; it is essential that We keep accurate and contemporaneous records.  When you contact us and/or request to stay in touch with us (either at a conference, via our website, or by telephone, verbally or similar), We collect your basic personal contact information which may include your name, address, telephone/mobile number and email address. 

We keep records of our volunteers, including personal contact details and training logs. We also keep records of contact details about you if you have attended a conference, retreat, event or Ministry appointment.  Ministry appointment records are stored on paper locally.  Conference, Retreat and Event records about you are stored on paper and/or centrally (electronically) as appropriate.  Records of volunteers are stored locally on paper and/or centrally (electronically) as appropriate.

If you come for a Ministry appointment, We may also collect information about your medical history, status and treatment details. These records are updated when necessary and are not retained any longer than required (as set out below). The information is collated to comply with Our legal and regulatory obligations, and to meet Our obligations in relation to your health and needs.  You have the right to refuse to provide this information, but should this occur, We may not be able to offer you Ministry. 

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All information shared by you, whether recorded or not, is considered private and confidential. We will not share this information without your express permission. The only exception to this is if there is a safeguarding issue raised during Ministry.  Only in this instance, relevant personal details/case data may be disclosed to the relevant authorities, such as; Safeguarding Officers, police, doctor, paramedics, court of law, or social services.

How do we collect your information and keep your details safe?  

Paper records:

We take written records from you during an initial Ministry consultation which may be by phone or in person. The paper copies are stored securely before then being destroyed 6 months after the last Ministry session.

Digital records: 

We take a number of steps to ensure digital records are kept secure. This includes a password protected database with a constantly updated firewall. Once registered as a Charity with the Charity Commission, We will be register and will comply with the Information Commissioners Office (ICO) requirements.

Basis of Processing Special Categories of Data

Under Article 6 of the GDPR, We lawfully process personal data of Members who specifically give their consent in their Application Form to be a Member.

Under Article 9 of the GDPR, Our normal basis for processing special categories of data is that the Application Form to be a Member grants consent to note a Member's "racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a natural person's sex life or sexual orientation”.

All Members are aged 18 or over.  No children’s data is processed.

Access to Data

For the purposes of relevant law, Our Data Controller is Susan Walsh and the Data Processors are those persons authorised by her to access data.

Right to Correction and Deletion

You have a right to access any personal information We hold on you. To do this simply put a request in writing to Us via the "Contact us" page and we will provide you with a computer printout within one month of your request.  You have the right to ask us to correct or remove information you think is inaccurate. You have the right to ask us to remove your personal information from our records.

Retention Policy

If you have requested and/or received Ministry, your paper data will be retained for 3 years from the date of final contact, and then destroyed.  We keep no electronic data in this respect.

Data on Our past Members who have ceased to serve (either giving explicit notice or through lack of contact with Us) will be retained for 3 years from the date of final contact, and then deleted and/or destroyed (if paper).

These policies will be followed except where We may be required to keep certain data for longer periods by applicable laws. After this time, We will erase your personal information.​

Necessary Communications & Electronic Marketing

If you give Us your email address and/or phone number(s), We will assume you consent to Us replying and utilising this as a conversation medium. We may also use this information to send you reminders of future Ministry appointments and to enquire about your wellbeing after Ministry.  If you attended an event organised by Us and provided your information in connection with this event, We may also use this information to contact you concerning that event.

Under PECR 2003 and subsequent legislation, We recognise that no-one may be sent bulk electronic communications, by e-mail, SMS or similar methods, without explicitly opting-in. Applicants for Ministry are given the opportunity to opt-in to a mailing list about future Unbound events but may withdraw mailing consent at any time using our Contact Page. 

Members consent to receiving information about future training events. It is not possible to withdraw consent for this information without withdrawing from the Member role.

Data Breaches

Any data breaches are serious and will be investigated. Where a breach is likely to result in a high risk to the rights and freedoms of individuals, We will notify those concerned directly and all other bodies required by law.

Complaint 

If you believe there is a problem with the way We are handling your data, please inform us by using the Contact Us button.

Review of this Policy

This policy document was added on 29 February 2020. It is due for review in February 2022.  The review will check whether the policy needs to be updated in the light of new legislation or diocesan policies, whether the policies outlined are being implemented across the organisation, and whether any data is being processed needlessly.