Privacy Policy for St John the Evangelist, Cambridge 

What personal information do you store and use?
When you register on our website, we ask for your first name and surname, and your email address, so that we can contact you by email with news and information about events, activities, and services.
We also encourage you to provide us with your address and your telephone number. Having these helps us with the planning of activities, events, and services, and enables the clergy and the ministry team to be in touch with you and to arrange to visit you for any reason, if you would like this.
 
What personal information will be visible to other users of your website?
You decide the personal information that you want to provide on your personal Profile page. The default setting for the Privacy settings is that website members will see none of your details, and the public will see none of your details. Your details will be visible only to the very limited number of people who have access to the Web Office so that they can go behind the scenes of the website and can make changes to the information stored in the website. Such access is limited to the full-time clergy, the executive committee of the PCC, the ministry team, and the Choirmaster. 
 
What if I do not have an email address?
If you do not have an email address, you can ask one of the clergy or one of the churchwardens about using the pigeonholes in the church building to communicate with you. Alternatively, if you would like us to communicate with you by post (for which we make a small charge), you can give us your postal address.
 
What about under-18s?
For under-18s who attend events, activities, and services, we also need their date of birth, and any relevant medical information, such as allergies. This is information that will be available to the Children’s Church and Youth group leaders. We also ask parents and carers to tell us whether they consent to photographs of under-18s at activities and events being used in St John’s publications and on St John’s social media, website and displays, and to under-18’s appearing in livestreams and video recordings of church services being on the St John’s YouTube channel.
 
Who is going to see my personal information?
Personal information that is added to the administrative system will be visible only to:
-the full-time clergy
-the executive committee of the PCC
-the ministry team and
-the Choirmaster.
Your personal information will not be available to anybody else, except:
-if you are on a rota, to the other people on the rota, so that you can arrange swaps if necessary, unless otherwise agreed with the rota co-ordinator
-if you are in a homegroup, to your homegroup leader(s)
-if you are in the St John’s Choir, to the Choirmaster.
 
Will my personal information be secure in the new system?
Information about the security of websites provided by Hubb.Church is available here  https://support.hubb.church/Articles/150301/How_secure_is_my_web_site.aspx.
 
Will my personal information be stored anywhere else?
A paper copy of the Address Book is kept securely in the office. Additional paper copies of the Address Book are limited to the full-time clergy and the ministry team. Full-time clergy and members of the ministry team may put your personal information into their phones for the purpose of making visits to you.
 
What if I change my mind?
You can ask us at any time to change how we store and use your personal information, or to remove your personal information from the system and to stop using your information to communicate with you. Just email stjecambridge@gmail.com or speak to one of the clergy or one of the churchwardens.  
 
What if I move away or change church?
If you move away or you move to a different church we will designate you as a former member and we will communicate with you accordingly, unless you ask us to remove you from the system altogether.
 
What information do you require if I want to arrange a Christening (baptism), a Wedding or a Funeral?
We are required by law to collect and process data about baptisms, weddings and funerals. We keep this data separately from the other data that we collect. We use the personal information that you give to us to communicate with you about the Christening, wedding or funeral to be held at St John the Evangelist. We share such data with third parties, such as funeral directors, where that is necessary for making the arrangements we have discussed with you. Data in hard copy about baptisms, weddings and funerals is kept securely, either in the office or in the Vicar’s Vestry in the church building.
 
How long do you keep data?
We keep data in accordance with the guidance set out in the guide “Keep or Bin: the Care of your Parish Records” at https://www.churchofengland.org/about/libraries-and-archives/records-management-guides
 
14 August 2023