Privacy Policy
St John's Mar Thoma Church is committed to protecting your personal information and respecting your privacy in accordance with UK data protection laws.
Contact Information
Hounslow, Middlesex
TW4 7BH, United Kingdom
About Us
St John's Mar Thoma Church is a UK registered religious charity dedicated to providing worship services, pastoral care, community activities, and charitable outreach to our congregation and the wider community.
As a faith-based organisation, we are deeply committed to handling your personal information with the utmost care, integrity, and transparency, in alignment with both our spiritual values and legal obligations.
Scope of This Policy
This privacy policy applies to all individuals who interact with St John's Mar Thoma Church through our website or other digital platforms, including:
Types of Personal Data Collected
We collect only the information necessary to serve you effectively and fulfil our mission as a church community. The types of data we may collect include:
Identity Data
- Name
- Title
- Church affiliation (if provided)
Contact Data
- Email address
- Telephone number
- Postal address (if provided)
Communication Data
- Messages submitted
- Prayer requests
- Feedback and enquiries
Technical Data
- IP address
- Browser type and version
- Device information
- Cookies and analytics data
Event Data
- Attendance registration
- Participation information
- Event preferences
Special Category Data (Religious Beliefs)
How We Handle Religious Data
We process special category data relating to religious beliefs under strict conditions:
- Only when you voluntarily provide such information
- With your explicit consent when required
- For legitimate pastoral care and ministry purposes
- With appropriate confidentiality measures and restricted access
- In compliance with special category data protections under UK GDPR
How We Use Your Data
Your personal data helps us serve our community more effectively. We use your information for the following purposes:
- Respond to your enquiries, prayer requests, and communications in a timely manner
- Provide pastoral support and spiritual guidance to those who seek it
- Manage and coordinate church services, events, and community activities
- Send newsletters, ministry updates, and important church announcements (with your consent)
- Maintain accurate internal records for administrative purposes
- Improve our website's functionality and user experience
- Prevent misuse, fraud, or inappropriate behavior
- Comply with our legal obligations under UK law
Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases for processing your personal data:
International Data Transfers
Where our service providers involve data transfer outside the United Kingdom, we ensure your data remains protected through:
- Adequate safeguards as required by UK GDPR
- Standard contractual clauses approved by UK authorities
- Strict compliance with UK GDPR international transfer requirements
- Regular monitoring of third-party compliance with UK data protection standards
Data Security
We take the security of your personal data seriously and have implemented robust measures to protect it:
Please note: While we implement strong security measures, no internet transmission is 100% secure. We encourage you to take precautions when sharing sensitive information online.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:
- Pastoral care records retained appropriately for ministry continuity and safeguarding purposes
- Event management data retained for the duration of the event and reasonable period thereafter
- Financial records retained to meet legal and accounting requirements (typically 6-7 years)
- Communication records retained as long as necessary for ongoing correspondence
- Newsletter subscriptions maintained until you unsubscribe
When data is no longer needed, it is securely deleted or anonymized in accordance with our data retention schedule.
Photography, Media and Livestreaming
How We Use Visual Media
Photos, videos, and livestreams from church events may be used for:
- Publication on our church website to showcase community activities
- Sharing on social media platforms to engage with our wider community
- Promotional materials for upcoming events and ministry programs
- Livestream broadcasts of worship services for those unable to attend in person
Your Right to Opt Out
If you do not wish to be included in photographs, videos, or livestreams, please contact us at the details provided above. We will make reasonable efforts to accommodate your request.
Children's Privacy and Safeguarding
The safety and wellbeing of children is our highest priority. We are committed to robust safeguarding practices.
Our Approach to Children's Data
- Personal data relating to children is handled with exceptional care and sensitivity
- We require parental or guardian consent where applicable under UK GDPR (for children under 13)
- All staff and volunteers working with children undergo appropriate safeguarding training
- We maintain strict access controls for children's data
- Photography and media involving children require explicit parental consent
We follow the Church of England safeguarding guidelines and comply with all relevant UK legislation regarding children's safety and data protection.
Your Data Protection Rights
Under UK GDPR, you have important rights regarding your personal data. We respect these rights and will respond to requests promptly:
How to Exercise Your Rights
To exercise any of these rights, please contact us using the contact information provided at the beginning of this policy. We will respond to your request within one month in accordance with UK GDPR requirements.
Please note: Certain rights may be limited in specific circumstances, such as when we are legally required to retain data or when processing is necessary for legitimate interests.
Complaints and Concerns
We strive to handle your data responsibly and transparently. If you have concerns about how we process your personal data, please contact us first so we can address your concerns.
Contacting the ICO
You also have the right to lodge a complaint with the UK's supervisory authority for data protection:
Visit Information Commissioner's OfficePolicy Updates
We may periodically revise this privacy policy to reflect changes in our practices, legal requirements, or service offerings. When we make significant changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you through our website or other appropriate communication channels
- Seek your consent where required by law for material changes
We encourage you to review this policy regularly to stay informed about how we protect your personal information.