Privacy Notice

For our full privacy and data protection notices, please refer to the Methodist Church website here.

Fair Processing Notice in relation to Safeguarding

Why we need your information

Oasis Community Church (‘Oasis’) is committed to ensuring that we provide a safe space for all to worship and engage in activities free from harm, whilst balancing the individual’s right to privacy.  We are required by UK legislation and Methodist Church to ensure that we undertake safeguarding activities; this statement will provide information on how Oasis will balance the requirements for safeguarding alongside the rights afforded to data subjects under the General Data Protection Regulation.

Our main, overarching, Privacy Notice can be found on our website www.oasisbiddulph.org 

Our Safeguarding co-ordinator is Christopher Cope

The local Church contact for data protection matters is Amy Wyatt

What we need

In order to carry out our safeguarding checks, Oasis will need to collect, store, use and share the following categories of personal information about you:

  • Names;
  • Home address;
  • Telephone numbers;
  • Date of Birth;
  • DBS Certificate Numbers;
  • Details of alleged offences reported as part of Safeguarding which may include criminal activities.

Only that information which is strictly necessary for the safeguarding process will be collected and stored.

What we do with your information:

Oasis will use personal information for the following requirements:

  • To manage vetting applications and ongoing management of the vetting system;
  • To facilitate the recording of incidents which are relevant to the safeguarding system; and
  • To comply with law enforcement or other government agencies when legally obliged to do so.

Does Oasis require my consent?

Oasis collects personal information for the purposes of managing the safeguarding process under relevant legislation so we do not require your consent to hold this information.

In what circumstances will Oasis use particularly sensitive personal information?

Oasis may collect, via safeguarding reports, sensitive personal information on a data subject.  This may include information on alleged criminal activity.

Which third-parties process my personal information?

Vetting information is processed by Due Diligence Checking, an online criminal record checking service procured by the Methodist Church.  This company has been certified to ISO27001, the International Standard for Information Security Management Systems and is located within the UK.

Due Dilligence Checking Ltd,

Meltongate House,

1282a Melton Road,

Syston,

Leicester,

LE7 2HD

Safeguarding reports may be shared, in confidence, with the Circuit or District safeguarding officers if advice or guidance is needed. We will also cooperate with law enforcement and other government agencies in the event that such assistance is a legal requirement.  

How do I know if Safeguarding information is held about me?

If you apply for a position as a paid worker or volunteer within Oasis, you may require vetting in accordance with the Oasis Safeguarding Policy.  The Safeguarding Coordinator will contact you and request the information required to generate your vetting request.  No request for vetting will commence without your knowledge.

In the event that a safeguarding incident report is received, the Safeguarding Team will make a decision on whether to inform the data subject based on the risks involved.

How long will Oasis use my information for?

Oasis will only retain your personal information for as long as necessary to fulfil the purposes we collected it for.  

  • Vetting Requirements.  No vetting information is retained past the cessation of the post by the individual.  Oasis will keep a record of volunteering and employment history.
  • Safeguarding Incident Reports.  In line with the direction provided by Lowell Goddard, Chair of the Independent Inquiry into Child Sexual Abuse, incident reports are currently held indefinitely pending the conclusion of that enquiry.

What communications will Oasis send me?

Oasis will not send any routine communications to individuals for safeguarding requirements.  Prior to the expiry of training or vetting, the Safeguarding Coordinator will contact individuals in person to remind them.  This communication may include verbal and email reminders.

 

Fair Processing Notice in relation to general Church membership and database

Why we need your information

Oasis Community Church (‘Oasis’) offers a range of worship, fellowship and discipleship opportunities as well as pastoral care to its members and the wider community. These activities are often volunteer led and supported. In order to effectively plan and deliver these activities, we need to collect and hold contact information for those Church members and regular attendees who volunteer to serve within them. 

Our main, overarching, Privacy Notice can be found on our website www.oasisbiddulph.org 

The local church contact for data protection matters is Amy Wyatt, the Senior Pastor.

What we need 

We need to hold the following information in our Church database to enable us to contact you about the activities in which you are involved:

  • Name;
  • Home address;
  • Telephone number
  • Email address
  • Family relationships (e.g. names and dates of birth of children)

What we do with the information we need:

We will use this information to contact members, regular attendees and those involved in volunteering to arrange meetings, plan activities and rotas and offer pastoral care. We will also send you our Church newsletter but you can opt out of receiving this at any time by clicking “unsubscribe” when you receive the email. 

What information we would also like to hold:

We will ask for your consent to use images of you on our social media and marketing information. If you consent to this you can later withdraw your consent at any time and ask for those images to be deleted. You do not have to consent.

You can also ask to have some or all of your information removed from our database by emailing amy@oasisbiddulph.org . However, this may mean we are unable to contact you to offer care and / or information and it may mean you are unable to volunteer in our activities. 

The contact information we hold will be stored on our cloud-based database, “ChurchSuite,” which is password protected and based within the EU. Only staff (including volunteer staff) at Oasis Community Church will have access to this information. All staff and volunteer staff are DBS checked. 

How long we keep it

We will usually keep this information until you ask us to remove it, or until your engagement in the life of Oasis has ceased and we consider that the information we would send you is likely to no longer be of interest. 

If an accident or incident has occurred, personal information included in the accident or incident record may be retained for 6 years or more. There is more information about when we keep data for longer in the safeguarding fair processing notice. 

 

Fair Processing Notice in relation to Children’s and Young Peoples’ Activities

Why we need your information

Oasis Community Church (‘Oasis’) is committed to ensuring that we provide a safe space for all to worship and engage in activities free from harm, whilst balancing the individual’s right to privacy.  

Where we provide events for children and young people, we need to ensure we have the information we need to keep them safe. 

Our main, overarching, Privacy Notice can be found on our website www.oasisbiddulph.org 

The local church contact for data protection matters is Amy Wyatt, the Senior Pastor.

What we need 

In order to keep children and young people safe in our care we need:

  • Name;
  • Date of Birth;
  • Home address;
  • Medical, dietary and other additional needs (this is sensitive personal information)
  • Contact information (telephone number) for next of kin, including relationship to the child

What we do with the information we need:

Oasis will use personal information, including sensitive personal information, to ensure appropriate safety measures are in place during relevant activities. Oasis may also use the information to make contact with a parent or guardian in the event of an emergency or if such contact is needed to provide appropriate care for the child or young person.  

Your information will be stored, in hard copy, at the venue or venues where the activities take place. This will be stored out of sight in a location that is locked when not in use. In some circumstances, a second copy of the information may be taken on a trip, subject to your consent for your child to attend that trip, after which it will be destroyed. If a hard copy is not appropriate (e.g. due to covid safety measures), information may be collected and stored electronically instead, with your consent. 

What information we would also like to hold:

We will ask for your consent to use images of your child/children on our social media and marketing information. If you consent to this you can later withdraw your consent at any time and ask for those images to be deleted. You do not have to consent.

We will ask for your consent to add your contact information to our Church database. This will include:

Name:

Home Address:

Telephone Number:

Family relationships (e.g. names and dates of birth of children)

Email Address:

You do not have to consent and you can choose to share some items of data and not others. If you do consent, this will be used to share information with you about events and activities in the life of Oasis Community Church which we hope you might be interested in, and to offer care and support. You can unsubscribe from our newsletter at any time by clicking “unsubscribe” on any email we send you. You can also ask to have your information removed from our database by emailing amy@oasisbiddulph.org

This information will be stored on our cloud-based database, “ChurchSuite,” which is password protected and based within the EU. Only staff (including volunteer staff) at Oasis Community Church will have access to this information. All staff and volunteer staff are DBS checked. 

How long we keep it

The data we need to keep, in hard copy, will be kept for a minimum of 1 year. After that it is likely that it will be destroyed. In some circumstances, if an accident or incident has occurred, personal information included in the accident or incident record will be retained for longer. There is more information about when we keep data in the safeguarding fair processing notice. 

We will usually keep the information you have consented to us processing, either until you ask us to remove it, or until we consider that the information may no longer be of interest to you.