Who we are
Your personal information will be held by Woodlands Group of Churches (We, us, our).
The law in the UK requires us to manage personal information in accordance with data protection principles. This notice tells you what personal information we collect, how we use it, who we may share it with, steps we take to protect and secure it, your rights under data protection law and finally, how you can contact us with questions or concerns.
We are committed to the privacy of the personal information that is entrusted to us and we want to ensure you can exercise your privacy rights.
What personal information we may hold about you
We use a wide range of personal information about you that we have put into the following categories:
- Contact - Information we can use to make contact with you and where you live.
- Transactional - Information relating to payments, credit and debit payments.
- Consents - Information relating to permissions, consents and contact preferences.
- Disclosure & Baring Service (DBS) Checks - Information relating to checks completed on individuals within the church who work with children and vulnerable adults.
- Course and Event Management - Information relating to your attendance at conferences, courses or special events you have attended.
- Giving / Gift Aid - Information relating to the money you give to church and where relevant our engagement with the HMRC to claim back tax via the gift aid process.
Where we collect personal information from
We may collect personal information about you from the following sources:
- In application forms you complete, from emails and letters you send us, when registering for events, courses and special events and when using our websites.
- The Disclosure & Baring Service (DBS) when you ask to work with children or vulnerable adults.
What we use your personal information for
We will use your personal information for the following purposes:
- Managing our relationship with you, including administering membership records;
- Responding to your enquiries and complaints;
- Running the church in an effective way, including managing finance, maintaining accounts and records, business capability, planning, charity governance and audits;
- Providing you with services and notifying you about either important changes or developments to the features and operation of those services;
- Updating, consolidating, and improving the accuracy of our records;
- Informing you of news, events, activities and associated ministries;
- Ensuring we comply with the law for example when responding to court orders, or legal processes; to establish or exercise our legal rights or, defend against legal claims;
- To investigate, prevent or detect crime or illegal activities and situations involving potential threats to the safety of any person;
- HM Revenue & Customs or other authorities require it; and
- Testing new systems and checking upgrades to existing systems.
Recipients of personal information
When we use your personal information in the ways described above, we may need to share it with other organisations outside our group of churches, as detailed below:
- HM Revenue & Customs or other lawful authorities;
- Our agents, service providers, contractors and others involved in running church events and activities;
- Banks and other debit/credit card providers when managing payments or refunds.
We will never sell your personal information to third parties.
Using your personal information to keep in contact with you
Woodlands Group of Churches will use your personal information to keep in touch with you, for example providing updates on church life including news about special events, services, courses, highlighting ways you can engage in church life and general information which we believe will be of interest to you.
We will not contact you if you have asked us not to.
You can ask us to stop sending you communications or change your contact preferences at any time by contacting us, using any convenient means.
We will not provide information about you to organisations outside of Woodlands Group of Churches unless you have given us your explicit consent to do so.
How long will we retain your personal information?
We will continue to hold your personal information for as long as you wish to maintain a relationship with us. You also have the right to ask us to delete your personal information if you believe we no longer have a valid reason to continue holding it.
Confidentiality and security of personal information
The security of your personal information is of paramount importance to us and we use a wide range of technical and organisational security measures to safeguard it, including physical, electronic, and procedural controls.
From time to time we may publish photographs or video, captured at church events and meetings, on our websites or social media to help publicise events or demonstrate church life. We do not normally process personal information when using such content, but nonetheless want to provide you with the opportunity to object if you would rather not have images of yourself used in this way. Please use the contact page link on this site, email or write to us at our registered address to object. We will ask for your explicit consent when displaying your name alongside any such content.
Obtaining a copy of your personal information
You have the right of access copies of the personal information we hold about you by writing to us at
Woodlands Group of Churches
Woodlands Christian Centre
If any personal information is inaccurate or incorrect, please let us know and we will correct it.
Other important Rights
You have the following additional rights:
- The right to request that we correct any personal information if it is found to be inaccurate.
- The right to request that your personal information is erased where we no longer have a valid basis to continue processing it.
- The right to withdraw your consent to us processing your personal information.
- The right to object to the processing of personal information in certain limited circumstances.
- The right to lodge a complaint with the Information Commissioner’s Office.
If you are a member of the church we are able to provide you with access to the My ChurchSuite platform, available in “app” form or within a browser. This will allow you to access your personal information and that of your children, keep it up to date and manage your privacy settings. To receive access to My ChurchSuite simply email your request to email@example.com and we will contact you with an invitation to set up your own secure account.
To exercise any of your Rights please contact us by using the contact page link on this website, email or by writing to us at our registered address.
Contacting us about privacy concerns
In some instances, honoring your requests (for example requesting that we erase your personal information) may preclude your ability to use our website or access other services.
You can also contact the Information Commissioner’s Office on 0303 123 1113, via email (see https://ico.org.uk/global/contact-us/email/) or in writing at The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.
If there is ever a change to how we use or intend to use your personal information, we will post that change to this policy and, where necessary, we will seek your consent to such new uses.
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These are known as cookies; they often include an anonymous unique identifier that is sent to your browser from a web site's computers and stored on your computer's hard drive.
You can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is set.
However, if you reject all cookies, you may not be able to use our products or services that require you to "log in" and you may not be able to take full advantage of all our offerings.
These cookies are used to improve services for you, for example, by:
- enabling a service to recognise your device so you don't have to give the same information several times during one task;
- recognising that you may already have given a username and password so you don't need to do it for every web page requested;
- measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast;
- analysing anonymised data to help us understand how people interact with Woodlands Group of Churches website so we can make it better
However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The 'Help' function within your browser should tell you how.
Alternatively, you may wish to visit www.aboutcookies.org/ which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.
Please be aware that restricting cookies may impact on the functionality of our website.
If you wish to view your cookie code, just click on a cookie to open it. You'll see a short string of text and numbers. The numbers are your 'identification card', which can only be seen by the server that gave you the cookie.
For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
To opt-out of third-parties collecting any data regarding your interaction on our website, please refer to their websites for further information.
Contacting Woodlands Group of Churches
If you have a privacy concern regarding Woodlands Group of Churches, or this policy, and if you cannot satisfactorily resolve it through the use of this website, you should contact us using the contact page link.
In the event that we are still unable to resolve your concerns you may write to us at our registered address and we will take reasonable steps to accommodate your requests. In some instances, honouring your requests may preclude your ability to use our website or may require us to terminate our relationship with you.
Woodlands Group of Churches Safeguarding Policy
Woodlands Group of Churches is committed to keeping children and young people safe. If you have any concerns about a safeguarding issue please report it as soon as possible to Kate Jinadu who is our Safeguarding Lead at firstname.lastname@example.org.
The overall Safeguarding Co-ordinator for Woodlands Group of Churches is Alison Wint email@example.com.
If it is an emergency situation or immediate issue please call 999. You can also contact First Response Bristol team on 0117 903 6444 for advice.
As part of the Woodlands Group of Churches we have a safeguarding policy which can be requested from firstname.lastname@example.org.
We recognise that our work with children and young people is the responsibility of the whole church and we encourage all of our members, volunteers and staff to be vigilant at all times. It is the responsibility of each of us to protect and safeguard the welfare of children and young people entrusted to the church’s care and to respond to all safeguarding concerns in a robust and timely manner.
The Trustees and Eldership have the spiritual oversight of the church and have the responsibility to ensure that:
- Children’s workers are given support and training in developing safe, caring practices in their work with children.
- There is a system for dealing with concerns about possible abuse
- Good links are maintained with statutory child care authorities
Woodlands Group of Churches Complaints Procedure
This policy sets out a procedure whereby anyone may raise a complaint against Woodlands Group of Churches, one of its congregations, its activities or members of staff. It outlines the process that will be followed to achieve a resolution of the problem.
There is a separate Grievance Procedure set out in the Staff Handbook which will cover any employment related issues, but for anything not covered within the scope of the Grievance Procedure, staff may raise a complaint under this procedure.
Most complaints can be resolved simply by discussion with the relevant member of staff. Where this is impossible for any reason, a formal complaint should be raised.
A complaint may be received by email or in writing.
Stage 1 Complaint
In the first instance, issues and concerns should be raised directly with your congregation leader. If you think that your congregation leader has not resolved the issue or problem satisfactorily, or if your complaint relates to your congregation leader, you can set out your complaint in writing to the church’s complaints handler.
Stage 2 Complaint
The best way to do this is by sending an email to our designated complaints inbox at email@example.com or to send a letter marked for the attention of “The Complaints Handler” to Woodlands Church, Belgrave Road, Bristol BS8 2AA.
Once received, your complaint will be recorded in our register of complaints which is audited annually by the Trustees.
We aim to resolve complaints as soon as possible, and will aim to acknowledge your complaint within 14 working days of receipt. Our acknowledgement will explain the next steps and the likely timescale for sending you our written response to your complaint. We will always aim to respond to your complaint within 8 weeks of receipt of your complaint.
We want to ensure that we fully understand your complaint. Therefore, it may be necessary or appropriate to take any of the following steps:
1) ask you to provide further details of your complaint in writing;
2) for us to write to you to clarify our understanding of your complaint and understand the outcome you may be seeking; or
3) for us to have a discussion with you to hear the details of your complaint.or
4) for us to seek information as appropriate from any staff members involved in the complaint
Your complaint will be overseen by Mandy Addison, one of our Trustees, who will usually carry out the investigation herself or in the case of any possible compromise of independence, arrange for an independent investigation to be carried out on her behalf. The investigator will usually be another long-standing member of the church. Your complaint will be reviewed carefully and the findings will be shared with the Trustees.
We will respond to you with the outcome of the investigation in writing, usually by email but you may let us know if you would prefer a letter. We will set out our response following the investigation and how we reached it.
We will discuss with you any remedies that may be appropriate in the light of the investigation.
Our aim is always to seek a resolution with which all parties are satisfied and we will work to the best of our abilities towards this end.
We do recognise however that there may rarely be occasion where this is not possible.
If you are not satisfied with our handling of your complaint using our internal complaints handling procedure, you may be eligible to escalate it to the Charity Commission.
The Charity Commission
The Charity Commission regulates registered charities in England and Wales.
You may refer a complaint to the Charity Commission where there is a serious risk of harm to the charity, or the people it was set up to help.
Examples of serious issues include:
a charity not following the law, with damaging consequences to its reputation and public trust in charities generally;
serious harm to the people the charity helps or other people who come into contact with the charity through its work;
a person or organisation receiving significant financial benefit from a charity;
criminal, illegal or terrorist activity;
a charity set up for illegal or improper purposes;
a charity losing significant amounts of money;
a charity losing significant assets, for example land or buildings.
More information is available on the Charity Commission website.