Updated Privacy Policy

 

 

PRIVACY POLICY

CONTENTS

Introduction

How we collect personal information from you

what information we collect about you

how we might use your information

social media

basis of processing your data

how and where we store your information

security

where we store your personal information

when we share your personal information

cookies

your choices and telling us when things change

your information – your rights

changes to this policy

 

INTRODUCTION

Thank you for the support you give to the Sophia Network. Your support, prayers and engagement help us to work towards our vision of supporting men and women working together in leadership.

We have updated Sophia Network’s privacy policy to reflect new regulations and to explain how we collect, store and use your data securely. Sophia Network has always sought to follow best practice and treat each network member respectfully according to your expressed preferences.

Our Privacy Pledge

• We store your personal data securely.
• We ensure your data's security when dealing with banks and the postal service.
• We won't share your details with anyone else.
• We won't call you asking for donations.
• You can change your preferences or opt out from communications at any time.
• If you have any questions, comments or want to change your mailing or contact preferences, contact info@sophianetwork.org

About Sophia Network

Sophia Network celebrates and supports men and women working well together in leadership. We focus our energy in four areas: partnership, relationships, voice and training. We run training days, facilitate social media, raise awareness of gender issues, provide opportunities for women to network and advocate on behalf of those exploring gender issues in the Church. We are a charity registered in England and Wales (1128538) Our correspondence address is: Sophia Network 37 Hyde Abbey Road, Winchester, S023 7DA

For the purposes of this Policy, 'us', 'we' and 'our' refer to Sophia Network.

HOW WE COLLECT PERSONAL INFORMATION FROM YOU

Personal information is collected directly from you when you interact with Sophia Network. For example,

• Making a donation
• Sending or receiving an email
• Making an enquiry
• Visiting our website
• Applying for a role at Sophia Network
• Taking part in an event
• Volunteering for Sophia Network
• Signing up to a campaign or newsletter
• Where we have a face to face relationship with you

Information may be collected in person, through our websites, social media, or email or from something you've posted to us.

WHAT INFORMATION WE COLLECT ABOUT YOU

The information we hold will typically include some or all of the following:

• Your name
• Postal address
• Email address
• Phone number
• The activity that you have completed or the information you have requested

If you make a donation, we may collect:

• Bank details
• Credit card details
• Gift Aid Declaration details

If you interact with us online, we collect:

• non-personal data such as IP addresses
• details of pages visited
• details of files downloaded.

Website usage information is collected using cookies: see the section on Cookies below.

We may collect information from Companies House, the Charity Commission, and information published in articles, newspapers or social media.

Where you provide the information, we may collect personal data such as:

• your denomination or church
• your religious beliefs

If you participate in an event that we have organised, we may ask you to provide information to make sure we can manage the event safely and efficiently. We may also ask you for details of any accessibility needs you may have, so that we ensure our event is inclusive, in line with the provisions of the Equality Act 2010.

HOW WE MIGHT USE YOUR INFORMATION

We may use the personal data we collect to:

• Keep you up-to-date on news and the impact of Sophia Network's work
• Ask for financial and non-financial support, such as volunteering or prayer
• Process donations you give us
• Provide information or resources you have requested
• Provide a personalised service, such as personalised emails
• Keep records of your relationship with us eg, feedback you have given or complaints you have made
• Classify supporters by location, for example Scotland, Ireland or Wales
• Conduct market research to aid our understanding of our supporters and their views, so we can provide a better service.

SOCIAL MEDIA

Your settings or the privacy policies for social media and messaging services might give permission to access information from these sources. If we do access this data, for example to assess the effectiveness of our communications, we will not add this to your personal details that we hold. We advise you to check the privacy settings on your social media provider to ensure you are happy with the level of privacy you have chosen.

BASIS OF PROCESSING YOUR DATA

Consent

If you are a new network member, on or after 25 May 2018, we will process your personal data on the basis of the consent you provide us with. You are free to change your contact preferences at any time by contacting us by telephone, post or email, as shown in the section 'Your choices and telling us when things change' below.

Contract Performance

This means we will send you whatever you’ve asked for, eg a resource you’ve ordered – or write a letter to acknowledge a gift. This doesn’t affect your other communications preferences.

Legitimate Interest

• If you are an existing supporter, as at 25 May 2018, and have requested emails, we will continue to send emails to you. GDPR calls this legitimate interest.
• Where you have previously asked us not to contact you in this way, we will continue to respect your contact preferences.
• You can amend your preferences at any time by contacting us by via post or email as shown in the section 'Your choices and telling us when things change' below.
• We may also share details of the difference our work makes and update you on other ways you could support the network, for example using new resources, training events, research publications or raising funds.

HOW AND WHERE WE STORE YOUR INFORMATION

We will keep your personal information only for as long as we consider it necessary to carry out each activity.

We have a Data Retention Policy to implement this. We take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned. For example, we will retain details of donations to meet tax and accounting requirements.

If you have any questions about our Data Retention Policy, please contact us in writing at:

Data Protection Officer 
Sophia Network
37 Hyde Abbey Road
Winchester
S023 7DA
United Kingdom

Email: info@sophianetwork.org  

SECURITY

We ensure that we have appropriate technical controls in place to protect any personal data you provide. For example, we ensure that any online forms are encrypted and our network is protected and routinely monitored. Despite all our efforts, the internet cannot be guaranteed to be 100 per cent secure, and there is always a risk when you submit data. Nevertheless, we have done all we can to protect your data in full compliance with best practice.

We ensure that access to personal data is restricted only to those trustees and volunteers whose job roles require such access.

We may make limited use from time to time of trusted external companies to collect or process personal data on our behalf, such for the distribution of e-news. When we do so, we carry out checks on these companies, and to ensure they will handle personal data securely and safely.

Donations

We hold bank account details for the purpose of collecting direct debits in accordance with direct debit mandate rules.

 

WHERE WE STORE YOUR PERSONAL INFORMATION

The data we process and store is within the European Economic Area (EEA). It may be that some of our suppliers use cloud-based storage; however, we take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. We adopt the Information Commissioners approved measures and therefore ensure that personal data is held in compliance with European data protection regulations. We take all reasonable steps to ensure that your data is stored and processed securely in accordance with this policy. By submitting your personal data you agree to this transfer, storing and processing of your information.

WHEN WE SHARE YOUR INFORMATION

We do not share or swap your information with any other charities or organisations for the purposes of their marketing.

Legal Duty

We may need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by the HMRC, or if asked for details by a law enforcement agency.

COOKIES

What are cookies?

We collect data using cookies. A cookie is a text file that is sent from our website as soon as you visit the site. It is stored on your computer's hard drive and helps us to identify your computer (not you) and collects information in an aggregate, anonymous way.

We collect cookies:

• To enable users to complete actions on our website without creating an account
• For account registration and logging in

How do we use cookies?

Cookies may be used to collect information about your visit to our website, such as:

• traffic data
• location data
• device information
• the date and time of your visit
• the pages that you visit

We may use this information to:

• customise the content on our website and help to understand visitors' current and future needs
• process any requests, applications or transactions you may make
• aid internal administration and analysis

You can find out more about cookies at Cookiepedia and at aboutcookies.org.uk

Managing Cookies

Most browsers allow you to turn off the cookie function. To do this you can look at the help function on your browser or visit aboutcookies.org.uk.

To experience the Sophia Network website to the full, we recommend that you leave cookies turned on. If you turn off cookies then you may not be able to enter parts of the site.

Third Party Cookies

Sophia Network works with a number of third party suppliers who set cookies on our website to enable them to provide us with services. These are mainly used for reporting purposes so we can improve the way we communicate.

We use websites such as YouTube and Vimeo to embed videos and you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them.

Sophia Network also uses third party suppliers such as Facebook, Google Analytics, and these providers may use cookies. They may also use tracking pixels, which are commonly found in advertising to track the effectiveness of adverts.

As some of these services may be based outside of the UK and the European Union, they may not fall under the jurisdiction of UK courts. If you are concerned about this you can change your cookie settings (see above) and can find more information about this here.

YOUR CHOICES AND TELLING US WHEN THINGS CHANGE

Preferences

You can change your preferences on which communications you receive from us by clicking on the link at the bottom of any email from us to you.

You can do so by:

Emailing us on: info@sophianetwork.org

Write to us at:

Sophia Network 

37 Hyde Abbey Road
Winchester
S023 7DA
United Kingdom

Updating your details

We want to communicate with you effectively. It's much easier if your details are up to date, so we really appreciate it if you let us know when your details change. You can do so in the same way as updating your preferences (above).

If we are unsure of the details you have entered on a form, or if you have changed address and given the Post Office permission to share this, we may use Post Office address search, postcode lists or other available sources to confirm data that you provide us with.

YOUR INFORMATION - YOUR RIGHTS

For any of the following areas, please contact the Data Protection Officer:

Data Protection Officer 
Sophia Network 
37 Hyde Abbey Road
Winchester
S023 7DA
United Kingdom

Telling us to stop processing

You have the right to ask us to stop using your personal information for marketing purposes or for any other purpose where there is no legal requirement for continued processing.

How to request a copy of the information that we hold about you, otherwise known as a Subject Access Request

You have the right to ask for a copy of all the information related to you that we hold.

How to ask us to amend or delete your information

If your information is out of date, or if there is no longer justification for us to hold it, you can ask for it to be updated, removed or blocked by contacting the Data Protection Officer in writing.

How to request your information

You can ask for a copy of any personal information that you have provided to us in the past. We will provide it in a clear and easy to follow format.

CHANGES TO THIS POLICY

This policy was last updated in May 2018. We may amend this policy from time to time to take account of changes to our processes or changes to data protection or other associated legislation. If we make any significant changes to this policy we will show this clearly on our website, and/or by contacting you directly.