Privacy Policy

DATA PRIVACY NOTICE

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

Heart2Heart (H2H) Sanctuary House is a Registered Charity in England and Wales under charity number 1080712. Our registered address is PO Box 2096, Croydon, CR90 9PR.

Heart2Heart (H2H) Sanctuary House is the data controller. This means it decides how your personal data is processed and for what purposes. If you have any questions, or want more details about how we use your personal information, you can contact the Executive Assistant on marsha.diete-spiff@h2hsanctuaryhouse.com

3. How do we process your personal data?

This Privacy Notice is to let you know how Heart2Heart Sanctuary House will look after your personal information. This includes what you tell us about yourself and what we learn by having you as a member. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

Heart2Heart Sanctuary House complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: -

To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
To provide us information about the demographics of our members and to administer membership records, including records for the purposes of running events;

To fundraise and promote the interests of the charity;
To manage our employees and volunteers;
To offer pastoral support;
To maintain our own accounts and records (including the processing of Gift Aid applications for UK taxpayers);
To inform you of news, events, activities and services running at H2H Sanctuary House via a variety of mediums including email, text, social media and our website;
To share your contact details where necessary with Congress WBN so they can keep you informed about news and events, activities and services that will be occurring as we are a Core Kingdom Community;
To comply with our legal duties and regulations that apply to us

When you donate to Heart2Heart Sanctuary House

You can donate to Heart2Heart Sanctuary House in the following ways:

By bank transfer; and
By cash.

Data we collect when you donate via bank transfer or cash

Details that appear on our bank statement; and
Any other information that you provide us when you make a donation, including your name, the amount of your donation and your Gift Aid declaration, if you are a UK tax payer making a Gift Aid declaration.

When you make a donation we collect data for the following reasons:

To maintain our own accounts and records (including the processing of Gift Aid applications for UK taxpayers); and
To comply with our legal duties and regulations that apply to us.

When you become a member of Heart2Heart Sanctuary House, we may collect and process the following data about you:

Name (first name and surname)
Gender
Address(es)
Mobile Number(s)
Home Telephone Number(s)
Email Address(es)
Date of Birth
Wedding Anniversary
Skills and Occupation
Bank Sort Code, Account Number and Name

If you give us this information, please ensure you notify us of any changes to ensure that the information we hold is up to date.

Employees and volunteers working for Heart2Heart Sanctuary House may need to register for a h2hsanctuaryhouse.com email account, which can be used for conducting Heart2Heart Sanctuary House work. Heart2Heart Sanctuary House email accounts are provided by Microsoft Office 365, who process the data on behalf of Heart2Heart Sanctuary House. You can read Microsoft’s Privacy Notice here - https://privacy.microsoft.com/en-us/privacystatement.

4. What is the legal basis for processing your personal data?

Explicit consent of the data subject to process data for a specific purpose so that we can keep you informed about news, events, activities and services and keep you informed about Congress WBN events using a variety of mediums including email, text, social media and our website;
Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;
Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: -
the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
there is no disclosure to a third party without consent.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of Heart2Heart Sanctuary House for the purposes connected with Heart2Heart Sanctuary House. We will never sell your data. We will only share your data with third parties outside Heart2Heart Sanctuary House with your consent.

We may disclose your personal information to third parties:

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply the terms of our Privacy Policy and other  terms or agreements; or to protect the rights, property, or safety of Heart2Heart Sanctuary House Members, Congress WBN or others. This includes exchanging information with other companies and organisations for the purposes of fraud prevention;

Where they are working as part of Heart2Heart Sanctuary House or Congress WBN

We may share your personal information with these organisations:

HM Revenue & Customs, regulators and other authorities
Disclosure and Barring Service, an executive non-departmental public body, sponsored by the Home Office

The following data processors used by Heart2Heart Sanctuary House:

Congress WBN
Microsoft
WhatsApp

6. Where we store your data

The data that we collect from you may be transferred to a destination outside the European Economic Area ("EEA"), and/or processed by personnel operating outside the EEA who work for us or one of our suppliers. Such personnel may be engaged in, among other things, the provision of support services. By submitting your personal information, you agree to this transfer or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice.

All information you provide to us is stored securely and will be encrypted where necessary. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Websites, you are responsible for keeping this password confidential. You must not share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted to our Websites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

7 How long do we keep your personal data?

We will hold your personal information as long as is reasonably required to provide you with any services or features of our Website, including Heart2Heart Sanctuary House membership management, or to comply with any legal obligation; or in order to enforce or apply the terms of our website terms and conditions, policies or guidelines; or to protect the rights, property, or safety of Heart2Heart Sanctuary House, Congress WBN, or others. This includes exchanging information with other companies and organisations for the purposes of fraud prevention.

If you no longer wish to be associated with Heart2Heart Sanctuary House, we may retain your personal information for a period of up to one year from the point at which you notify us via marsha.diete-spiff@h2hsanctuaryhouse.com

8 Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:-

The right to change or delete your information. You can ask us at any time to change, amend or delete the information that we hold about you or ask us not to contact you with any further marketing information. You can also ask us to restrict the information that we process about you. You can use the check boxes on the forms we use to collect your information or you can also request that we change, amend, delete your information or restrict our processing;
The right to request a copy of your personal data which Heart2Heart Sanctuary House holds about you;
The right to prevent automated decision making. You have a right to ask us to stop any automated decision making. We do not intentionally carry out such activities, but if you do have any questions or concerns we would be happy to discuss them with;
The right to withdraw your consent to the processing at any time;
The right to request a restriction is placed on further processing, where there is a dispute in relation to the accuracy or processing of your personal data;
The right to object to the processing of personal data;
The right to request that your personal data is transferred by us to another organisation (this is called “data portability”). Please contact us with the details of what you would like us to do and we will try our best to comply with your request. If may not be technically feasible, but we will work with you to try and find a solution;
The right to lodge a complaint with the Information Commissioner’s Office;
The right to ask us not to process your personal information for marketing purposes at any time, even if you have previously given consent. We will always inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data or contacting us at any time at marsha.diete-spiff@h2hsanctuaryhouse.com.

9 Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

10. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Executive Assistant at marsha.diete-spiff@h2hsanctuaryhouse.com.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Appendix A: Personal Information We Collect About You

Here is a list of the types of personal information that we may collect about you, why we would hold this information, and the legal basis we rely on to do so. This is also where we tell you what our legitimate reasons are.

Types of personal information

Description

Legal Basis

Our legitimate interests for why we would hold this information

Contact

Your name and address
Your contact details including email address telephone/ mobile number(s)
Contact details for parents/guardians of minors (under 18s)

Our legitimate interests
Explicit consent
To contact you about events or meetings or give updates about Heart2Heart Sanctuary House and/or Congress WBN
To offer pastoral support

Personal characteristics

Date of Birth and/or Age
Gender
Address(es)
Wedding Anniversary
Your family members: Spouse, children/ parents/ guardians

Our legitimate interests
Explicit consent

To contact you about specific events relevant to your age, gender, marital status, etc.
To provide us information about the demographics of our members

Employment and Education

This includes details about your work or profession, education, qualifications and skills

Our legitimate interests
Explicit consent

To provide us information about the demographics of our members
To contact you about specific events relevant to your profession

Financial

Details of financial transactions with you so as to maintain our own accounts and records
Details of donations you make to us and Gift Aid declarations

Our legitimate interests
Our legal duty

To comply with regulations that apply to us
To claim Gift Aid on Donations made to us (UK taxpayers)

Communications

What we learn about you from letters, emails, and conversations between us.

Our legitimate interests

To provide pastoral care
To provide administrative support

Special types of data

The law and other regulations treat some types of personal information as special. By virtue of being a religious organisation, we will collect data about your religious beliefs:
We will only collect and use these types of data if the law allows us to do so:

Racial or ethnic origin
Religious or philosophical beliefs
Health data including gender
Criminal convictions and offences
Explicit consent
Legal obligation
Vital interests, for example the safeguarding of young or vulnerable individuals, or to assist a person in a medical capacity.
To contact you about events or meetings or give updates about Heart2Heart Sanctuary House and/or Congress WBN
To offer pastoral support
To provide us information about the demographics of our members
We may hold data on criminal convictions and offences in relation to Disclosure & Barring Service Checks performed in order to safeguard young and vulnerable people in our meetings

Consents

Any permissions, consents, or preferences that you give us. This includes things like how you want us to contact you.
Our legal duty
Our legitimate interests in being efficient about how we fulfill our legal and contractual duties
To comply with regulations that apply to us

Image

Your image may be captured by photograph or video recording at meetings or events held by Heart2Heart Sanctuary House and/or Congress WBN.

Legitimate interests in recording footage for internal purposes
Explicit consent

To keep a record of our events, meetings and personnel
For internal use within Heart2Heart Sanctuary House and/or Congress WBN
For external publicity and websites

Cookie Policy

This website uses cookies and similar technologies in order to distinguish you from other users. We may gather information about your general internet use by using cookies in order to help you personalise your online experience and improve our website as well as products and / or services in response to what you may need or want. Where used, these cookies are downloaded to your computer automatically.

Please read this Cookie Policy carefully and ensure that you understand it. Your acceptance of our Cookie Policy is deemed to occur if you continue using our website. If you do not agree to our Cookie Policy, please stop using our site immediately.

A cookie is a piece of information that is stored on your computer’s hard drive which records how you move your way around a website so that when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.

‘Essential’ cookies are automatically placed on your computer or device when you access our website or take certain actions on our website. ‘Non-essential’ cookies and other technologies are only placed on your computer or device if you have consented to us doing so. You consent to us placing non-essential cookies on your computer or device by continuing to use our website with your browser settings set to accept cookies.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

All cookies used by and on our website are in accordance with current Cookie Law.

We use the following cookies:

Strictly Necessary Cookies - A Cookie falls into this category if it is essential to the operation of our site, supporting functions such as logging in, your shopping basket, and payment transactions.

Functionality Cookies - Enable us to provide additional functions to you on our site such as personalisation and remembering your saved preferences. Some Functionality Cookies may also be Strictly Necessary Cookies, but not all necessarily fall into that category.

Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

We use cookies for the following purposes:

– we use cookies to identify you when you visit our website and as you navigate our website;
– we use cookies to help us to determine if you are logged into our website;
– we use cookies to store information about your preferences and to personalise the website for you;
– we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;
– we use cookies to help us to analyse the use and performance of our website and services; and
cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.

By using our website, you may receive certain third party cookies on your computer or device. Third party cookies are those placed by websites, services and / or parties other than us, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

Website Terms and Conditions

Welcome to our website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern our relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term ‘us’ or ‘we’ refers to the owner of the website. The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.

This website uses cookies to monitor browsing preferences.If you do allow cookies to be used, the following personal information may be stored by us for use by third parties: Computer configuration, Internet Service Provider.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable.It shall be you own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. .

All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.

Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

Every effort is made to keep the website up and running smoothly. However, we take no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.