Privacy policy.

 

Last Updated: 29th November 2025

Esk Valley Church ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, interact with us, or use our services. We comply with the UK GDPR, EU GDPR (where applicable), the Data Protection Act 2018, and other relevant legislation.

1. Who We Are

Esk Valley Free Church

Registered Address: 3 Edinburgh Road, Dalkeith  EH22 1LA

admin@eskvalleychurch.org

www.eskvalleychurch.org

We are a registered charity, charity no. SC053864.

We act as a Data Controller for the personal data we collect.

2. What Personal Data We Collect

We may collect and process the following types of data:

  • Identity Data: name, date of birth, gender, family details

  • Contact Data: address, email, phone number

  • Financial Data: donation history (handled in line with HMRC and charity regulations)

  • Technical Data: IP address, browser type, cookies, device data (via website analytics)

  • Communication Preferences: email subscription choices, consent logs

3. How We Collect Your Data

We collect data in the following ways:

  • Through website forms (e.g. contact enquiries)

  • When registering for Church membership or pastoral support

  • When subscribing to newsletters or updates

  • When donating or giving online

  • Through third-party systems (see below)

4. Third-Party Services We Use

We use trusted third-party platforms to securely manage your data:

Service: ChurchSuite
Purpose: Church member database, event management, rotas
Data Shared: Personal data
Location of Processing: UK/EU (GDPR compliant)

Service: Mailchimp
Purpose: Email newsletters, communication management
Data Shared: Name, email subscription preferences
Location of Processing: USA (under EU Standard Contractual Clauses)

Each provider has its own GDPR-compliant privacy policy and data security measures.

5. Legal Basis for Processing

We process your data under the following lawful bases:

  • Consent – e.g., subscribing to newsletters

  • Legitimate Interests – internal administration, volunteer management

  • Legal Obligation – e.g., financial record keeping, safeguarding

  • Vital Interests – e.g., medical information in emergencies

  • Explicit Consent – for special category data (e.g., pastoral care)

6. How We Use Your Data

We use your data to:

  • Communicate church news, events, and ministry updates

  • Provide pastoral support and prayer

  • Manage rotas, teams, groups, and events

  • Process donations and claim Gift Aid (where applicable)

  • Maintain church records, membership and safeguarding care

  • Improve website and digital communications

We do not sell or share your data with third parties for marketing purposes.

7. Data Retention

We keep personal data only as long as necessary:

  • General contact & membership data: while active + 2 years

  • Donation & financial records: 7 years (legal requirement)

  • Safeguarding records: as required by law

  • Email subscriptions: until you unsubscribe

8. Your GDPR Rights

Under GDPR, you have the right to:

  • Access your personal data

  • Request correction or deletion

  • Restrict or object to processing

  • Withdraw consent at any time (where consent is used)

  • Request data portability

  • Lodge a complaint with the ICO (UK) or relevant EU authority

To exercise your rights, contact admin@eskvalleychurch.org

9. Cookies & Website Tracking

We use cookies to improve site performance and analytics. You can control cookies via the cookie banner on the site and via your browser settings. (Cookie policy beneficial here - draft in progress)

10. Children’s Data

We collect data relating to children only with parental/guardian consent and strictly for church ministry purposes. This data is classed as sensitive and handled accordingly.

11. Data Security

We use appropriate technical and organisational measures to protect your data, including encrypted storage, access controls, and secure third-party systems.

12. Changes to This Policy

We continually review our data policies and as such may update this policy. The latest version will always be available on our website.

13. Contact Us

If you have any questions about how your data is handled, please contact our Data Protection Lead via admin@eskvalleychurch.org.