Privacy Policy

1. Introduction

This privacy policy sets out how Urban Saints uses and protects any information that you give to us. Urban Saints is committed to ensuring that your privacy is protected. Should we ask you to provide information by which you can be identified, we will only use it in accordance with this privacy policy.

For the purpose of Regulation (EU) 2016/679 (the "General Data Protection Regulation" or "GDPR”) and the Data Protection Act 2018, the data controller is: Urban Saints, Kestin House, 45 Crescent Road, Luton, Bedfordshire, LU2 0AH email email@urbansaints.org or telephone 01582 589580. The information you provide will be held in accordance with Data Protection legislation and used by Urban Saints to supply the services which you have requested and comply with legislation.

This policy was approved by the Trustees on 16 June 2018.

2. What information do we process and store?

a) To join an Urban Saints team as a volunteer, member of staff or as a Trustee, we process application forms, reference forms, vetting checks and updates through DBS, AccessNI and Disclosure Scotland, and new starter forms with your consent. As part of an Urban Saints team, we may process various forms and information such as minibus applications, training, holidays, meeting notes, appraisals and sickness, in line with our contract or agreement. Any medical information provided is held in strictest confidence with your consent for your wellbeing. Any criminal record or vetting information provided is held in strictest confidence with your consent to comply with our legal obligations. We keep records of all staff members on our operational system and of all staff, trustees and volunteers on our secure database. This is to comply with our legal obligations and to keep in touch when we have your consent.

b) To process donations for our work, we process the information you provide on our website, fund-raising websites, campaign letters, forms and phone calls with your consent. Our website donation processing is Payment Card Industry PCI-compliant. Our support centre also processes credit card donations. We record donations on our secure database to comply with our legal obligations, and to keep in touch when we have your consent.

c) To book onto a camp, overseas trip, residential or event, we process application forms from parents and children - via paper, email, electronic forms, social media or our websites – with your consent. We may also process overseas trip affidavits, bursary application forms, event sign-in sheets and feedback forms with your consent. We complete and retain accident, incident and safeguarding reports, as well as adequate records of attendees, schedules and activities locally to comply with our legal obligations. Where consent has been given, we may also take photos, recordings and videos for memories, records and future communications. At the Westbrook residential centre, our contracts explain that CCTV is part of our site security and recordings are retained in line with our CCTV policy. Any medical information provided by you is held in strictest confidence with your consent for your or your child’s wellbeing. Some of our camps are provided in partnership with other organisations and you should check the data privacy policy for your specific camp. Overseas trip application forms are processed in the countries where our trip partners are located – the United States, Mexico and South Africa – and we have agreements in place so that your information is processed and stored with the required levels of security.

d) To provide resources, we process orders with your consent. These are from the Urban Saints website or phone orders from our online shop, as well as Energize trial applications and sign-ups from the Energize website, Energize contact cards, subscription and direct debit forms. We use secure third-party companies to process payments on our web shop and Energize, as well as online direct debits. All financial online transactions are Payment Card Industry PCI-compliant. We will share name, product and address details with the companies who deliver your resources with your consent. We record orders on our website to comply with our legal obligations and also on our secure database to keep in touch when we have your consent.

e) To help you stay in touch with Urban Saints, we will communicate with your consent or where we have a contract with you to do so. To record your consent on our secure database, we process exhibition contact cards, website contact sign-ups, website Friends of Westbrook sign-ups, social media requests, emails, calls, electronic forms, consent paragraphs on various forms, and campaign opt-ins by post. You can withdraw your consent at any time by emailing email@urbansaints.org or by post to Urban Saints, Kestin House, 45 Crescent Road, Luton, Bedfordshire, LU2 0AH.

f) Where we do not have a contract with you, or do not have your consent to contact you, we will sometimes consider if we have a legitimate interest to contact you. This can only be by mail or phone and the legitimate interest will always be documented and recorded. Examples may include recent donors who could legitimately be interested in hearing about how their donation has helped other people, or users of periodic events such as camps who could legitimately be interested in hearing about the next event. If you have previously opted-out of communications, we will not contact you.

g) We encourage staying in touch through our Facebook, Twitter, Instagram and LinkedIn pages. Each social media Provider has contractual conditions which are agreed to by you before you use.

h) Some people tell us about their experiences with Urban Saints to encourage other people. They may volunteer, use our resources, sit on committees or participate in ministry. The information may be sensitive and include details of their religious views, affiliations and lives, in addition to biographical and contact information. If we have consent, we may use these stories in communications, but only as agreed in advance for each publication or media recording.

i) To manage groups, we process website forms with your consent for Energize groups and leaders detailing information about “My Group”, “My Team” and “My details”. For Urban Saints and Energize+ Groups, we process Group, Leader and Volunteer application forms and record these on our secure database to comply with our legal obligations. Group leaders will process child application forms with your consent and will complete and retain accident, incident and safeguarding reports, as well as adequate records of schedules and activities locally to comply with our legal obligations. Where consent has been given, Groups may take photos, recordings and videos for memories, records and future communications. Any medical information provided by you on application forms is held in strictest confidence for your wellbeing with your consent. Any criminal record or DBS information provided during application is held in strictest confidence with your consent to comply with our legal obligations.

j) To improve our services, we conduct research from time to time. We may contact you if we have your consent to do so or a contractual basis for contacting you.

k) To pay staff, suppliers and expenses, we process information with your consent that is provided on forms, invoices and our expense reimbursement application. Staff payments are processed by our payroll company in line with contracts of employment. Supplier and volunteer payments are created and authorised on our financial system. All are paid by instruction to our bank. We record all payments in our financial system to comply with our legal obligations.

l) To manage the information that we hold, many of our systems and storage are hosted by reputable organisations on secure servers in secure locations around the world. We have agreements in place with each of these organisations so that your information is processed and stored with the required levels of security.

m) To respect the views of children aged 13 or over, we seek and record their consent on application forms and other permission forms, in addition to their parent or legal guardian. For children under the age of 13, we secure and record the consent of their parent or legal guardian.

n) To respect the privacy of our supporters and the integrity of the information that you have trusted to us, we do not append externally-sourced data to your information, and we do not use artificial intelligence to make automated decisions about the services and costs that we offer to you.

o) To monitor the performance of our websites and ensure they display properly, your device may store two cookies from us. A cookie can be sent from our websites to identify your device (not you) and monitor performance anonymously. YouTube and Vimeo may also try to send cookies when you view an embedded video on our websites. Our website Provider also tracks and records the date and time of your last page load in case we need to investigate website problems for you.

3. Who has access to my information?

We will never sell, distribute, swap or lease your personal information to third parties unless we are required to do so by law.

We are committed to ensuring that your information is secure and are aware that a connection with Urban Saints can infer your religious beliefs – a special category of personal data in Data Protection legislation.

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your information. Many of these are managed by our IT Provider with whom we have a comprehensive agreement to ensure the confidentiality and security of your information.

Where you have chosen a password, which enables you to access certain areas of our websites, you are responsible for the password being strong and keeping it confidential. You must not share your password with anyone, even for a short time.

4. What about links to other websites?

Our websites can contain links to other websites which are not managed by Urban Saints. If you follow these links, we cannot be responsible for the protection and privacy of any information which you provide on those websites, even if you access them from our website originally. You should exercise caution and study the privacy statement for the website in question.

5. What are my rights?  

You may request details of the personal information which is being processed or is held about you. You may also ask us to correct, delete, transfer or stop processing your personal information. Please request by email to email@urbansaints.org or by post to Urban Saints, Kestin House, 45 Crescent Road, Luton, Bedfordshire, LU2 0AH.

If we change how we process, use or store your information, or otherwise change this policy, we will update you if you have consented to us holding your contact details. You may ask us to stop processing or to delete your information in whole or in part at any time.

If you feel that a request has not been properly responded to, please contact the Data Protection Officer at the email or postal address above.

If the issue remains unresolved, please contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ or by telephoning 0303 123 1113 at your local rate, or by post to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow. Cheshire SK9 5AF.