Privacy Policy
About This Privacy Notice
This privacy notice explains how Top Church Training collects, uses, stores and protects personal information. It applies to anyone who engages with us, including service users, parents and carers, volunteers, staff, supporters, partners and visitors to our services or website.
Top Church Training is committed to protecting your privacy and handling your personal data openly, fairly and in accordance with data protection law.
Who We Are
Top Church Training is a charitable organisation delivering community based projects, training and support services.
We are registered with the Information Commissioner’s Office (ICO) as a data controller and are responsible for deciding how your personal data is processed.
If you have any questions about this notice or how we use your data, you can contact us using the details at the end of this document.
What Personal Data We Collect
We may collect and process the following types of personal data:
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Your name, address, email address and telephone number
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Information about your engagement with our services or activities
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Information you provide when registering for programmes, training or events
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Information relating to safeguarding, support needs or wellbeing (where relevant)
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Volunteer or employment related information (where applicable)
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Photographs, video or audio recordings (with consent)
In some circumstances, we may also process special category data, such as health information or safeguarding information, where this is necessary and lawful.
How We Use Your Personal Data
We use your personal data to:
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Deliver services, support and activities
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Safeguard children, young people and vulnerable adults
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Communicate with you about appointments, sessions or events
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Manage volunteering, employment or training arrangements
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Meet our legal and regulatory obligations
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Monitor and improve the quality of our services
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Collect evidence for funding, reporting and evaluation purposes
We only use your data for purposes that are clear, relevant and necessary.
Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
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Your consent
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Where processing is necessary to fulfil a contract or agreement
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Where processing is required to meet a legal obligation
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Where processing is necessary to protect vital interests
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Where processing is carried out in the public interest
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Where processing is necessary for our legitimate interests, provided these do not override your rights
Special category data is processed only where additional legal conditions allow this, such as safeguarding or health related needs.
Sharing Your Information
We will not sell your personal data or share it unnecessarily. We may share information with:
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Statutory agencies such as Children’s Services, Adult Safeguarding Teams, or the Police (where required for safeguarding or legal reasons)
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Funders or commissioners, in anonymised or aggregated form wherever possible
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Partner organisations working with us to support you (where appropriate and lawful)
Where someone may be at risk of harm, we may share information without consent if required by law or safeguarding guidance.
How We Store and Protect Your Data
We take appropriate technical and organisational measures to keep your data secure, including:
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Secure electronic systems with restricted access
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Password protection and encryption where appropriate
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Secure storage of paper records
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Clear data handling and retention procedures
We only keep your data for as long as necessary and dispose of it securely when it is no longer required.
Your Rights
Under data protection law, you have the right to:
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Be informed about how your data is used
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Access the personal data we hold about you
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Request correction of inaccurate or incomplete data
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Request deletion of your data in certain circumstances
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Object to or restrict how we process your data
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Withdraw consent where consent is the lawful basis
Requests can be made in writing and will be handled within legal timeframes.
Photographs and Media
We may take photographs or videos during activities for reporting, promotional or funding purposes. We will always seek consent before doing so and you can withdraw consent at any time.
Complaints
If you are concerned about how your data is being used, please contact us first so we can address your concerns.
If you remain dissatisfied, you have the right to make a complaint to the Information Commissioner’s Office (ICO).
Contact Us
If you have any questions about this privacy notice or your data, you can contact:
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Top Church Training
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Data Protection Lead: Chief Executive Officer - Karen Fielder
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Telephone: 07894 075612
Review
This privacy notice will be reviewed annually and updated where necessary.
Next Review Date: 31st March 2027