Privacy Policy

Freedom City Church holds and processes personal data about living individuals for the purpose of general church administration and communication. As a church we are committed to complying with data protection laws and the rights of individuals under it. We are also committed to complying with the eight principles of the 1998 Data Protection Act as set out below. We recognise that this relates to all personal data whether it is held on paper, on computer or other media.

All church staff or volunteers who obtain, handle, process or share personal data for Freedom City Church must adhere to these principles. The Data Controller of Freedom City Church is the Charity Trustees.

The processing of personal data is governed by the General Data Protection regulations (the GDPR).

The Principles (1998 Data Protection Act)

The Act requires the data controller to ensure that all personal data is dealt with in accordance with the ‘Eight Principles’ set out in the Data Protection Act.

  1. Personal data must be fairly and lawfully processed
  2. Personal data must be processed for limited purposes
  3. Personal data must be adequate, relevant and not excessive
  4. Personal data must be accurate and up to date
  5. Personal data must not be kept for any longer that is necessary
  6. Personal data must be processed in line with the data subjects’ rights
  7. Personal data must be secure

Use of Personal Information

Freedom City Church holds personal information about staff, volunteers, regular church attendees and other individuals who have provided such information for a specific purpose. This information is used for the following purposes:

  1. The day to day administration of the church including maintaining and providing pastoral care and oversight, preparation of rotas and maintaining financial records for tax purpose (Gift Aid information will be kept in accordance with the HMRC regulations)
  2. The day to day administration of church activities and groups
  3. Contacting those people whose contact details we hold to keep them informed of the relevant church activities and events

All personal information which is held by Freedom City Church will be treated as private and confidential and not disclosed to anyone other than the staff, relevant volunteers and charity trustees in order to facilitate the administration the day to day ministry of Freedom City Church.

Personal data will only be disclosed to a third party if one of the following circumstance applies:

  1. We are legally compelled to do so
  2. There is a public duty to disclose
  3. Disclosure is required to protect the interests of the individual concerned
  4. The individual concerned has requested (or given their consent to the data being disclosed.

Applying the Principles

  1. All Freedom City Church staff and volunteers who process Personal Data on behalf of the church will be required to agree to the Data Processor Agreement
  2. When personal information is collected for use by Freedom City Church we will ensure that:
    1. This information is necessary for church purposes
    2. The information is not kept for longer than it is needed
    3. Those supplying the information are aware of this policy and how they can obtain a copy
  3. Personal information (including photographs) of individuals will not be published on our website without obtaining explicit and informed consent from individuals concerned or their parents. We will never publish the names of children and young people alongside their photographs
  4. We will ensure that all Church attendees can request a change or update to the information held about them by Freedom City Church by making a request to Freedom City Church staff or emailing
  5. Regularly we will identify and record the types of records and data held and log this in the Information Management register. Information which is out of date, obsolete or no longer used will be safely and securely discarded with a record made (including method of disposal) in the register
  6. A copy of this policy will be on Freedom City Church Website and available from Freedom City Church Office
  7. All personal information held by staff and volunteers on behalf of Freedom City Church will be held and processed in a sufficiently secure manner (whether in paper or electronic form) to prevent unauthorised access. This means we will:
    1. Store paper-based information in secure lockable cupboards
    2. Use password protections and encryption of particular sensitive documents
    3. Restrict access to both paper and electronic personal data to those wh need to process it for one of the above uses.
    4. Ensure that personal information is transmitted securely in a way that cannot be intercepted by unintended recipients.

Rights to access information

Staff, Church Attendees, Volunteers and other individuals whose personal information is held by Freedom City Church have the right to access their information. This right is subject to certain exemptions outlined in the Data Protection Act. Any person who wishes to exercise this right should make the request in writing or by email to

We will aim to comply with such requests as quickly as possible but will ensure that it is provided within one month of receipt of a request unless there is good reason for delay.

In such cases the reason for delay will be explained in writing to the individual making the request.

This policy was agreed by the Charity Trustees of Freedom City Church on 22nd May 2018.