An Evangelical Church in the Heart of Thatcham

Thatcham Evangelical Church – Privacy Notice

Thatcham Evangelical Church Privacy Notice

How Thatcham Evangelical Church (“we”) use your information

Your privacy is important to us. We are committed to safeguarding the privacy of your information.

It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

Data Controller

Thatcham Evangelical Church is the data controller and responsible for your personal data.

Why are we collecting your data?

We collect personal data to provide appropriate pastoral care, to monitor and assess the quality of our services, to fulfil our purposes as a church and to comply with the law. In legal terms this is called ‘legitimate interests’. When it is required, we may also ask you for your consent to process your data. We do not share your information with others except as described in this notice.

The categories of information that we may collect, hold and share include:

• Personal information (such as name, telephone number, address and email address)
• Characteristics (such as gender, ethnicity, language, nationality, country of birth)
• Special categories of personal data (such as your religious beliefs)

Storing your data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

We hold your data for varying lengths of time depending on the type of information in question but in doing so we always comply with Data Protection legislation. Details of retention periods are available in our retention policy which you can request by contacting us at:
Hedley Clemo – 2, Loundyes Close, Thatcham, Berkshire RG18 3EB.

We will contact you annually to check that the information we are holding is accurate and that you agree to us holding it.

Security of your data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees or trustees who need to know. They will only process your personal data on our instructions.

We have put in place procedures to deal with any suspected personal data breach and will notify you and the ICO where we are legally required to do so.

Who do we share your information with?

We will not share your information with third parties without your consent unless the law requires us to do so.

Requesting access to your personal data
Under Data Protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information contact: Hedley Clemo – 2, Loundyes Close, Thatcham, Berkshire RG18 3EB.

You also have the right to:
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations.

For further information on how your information is used, how we maintain the security of your information and your rights to access information we hold on you please contact: Hedley Clemo – 2, Loundyes Close, Thatcham, Berkshire RG18 3EB.

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at

COVID-19 Pandemic – Specific GDPR additional requirements

This section explains how we will process your data during the COVID-19 pandemic in compliance with our COVID-19 Secure risk assessment and especially with the NHS Test and Trace scheme requirements.

  1. The information we collect about you and why we need it

We will collect your data in order to process your booking for Sunday Service(s) and to understand how we should best cater for all members attending. We also collect your data for the purpose of supporting the NHS Test and Trace scheme, as requested by the government.

This data includes the following:

  • the name of the visitor – if there is more than one person, then we will record the name of the ‘lead member’ of the group and the number of people in the group
  • a contact phone number for each customer or visitor, or for the lead member of a group of people
  • date of visit, arrival time and, where possible, departure time

In summary, NHS Test and Trace Scheme:

provides testing for anyone who has symptoms of COVID-19 to find out if they have the virus; gets in touch with anyone who has had a positive test result to help them share information about any recent contacts they have had; and alerts and notifies those contacts, where necessary, that they may need to self-isolate.

This NHS Test and Trace scheme is voluntary. Hence you may request we do not share your details with the NHS for Test and Trace purposes. We will still be required to collect your details, however, to register you online for a place for the Sunday service you are attending.

  1. Lawful basis

To process your data for Test and Trace purposes, we rely on your:

Consent – we need your consent in order to collect your name and contact details to share with the NHS for Test and Trace purposes when requested.

You can withdraw your consent at any time after giving your details by letting us know you no longer want us to keep or share your personal data for the purpose of Test and Trace, however, once we have given your details to the NHS we will no longer be able to prevent the processing.

To withdraw your consent please email We will continue to process your service registration data, unless told otherwise.

  1. Sharing your data

We will only share your personal data with the NHS for Test and Trace purposes where you have provided your consent and only when requested by the NHS. We will not share your data with any other third party.

  1. Data retention

We will keep your name and contact details for 21 days for the NHS Test and Trace and will dispose of it after this period.

  1. Your legal rights 

You have the following rights with respect to your personal data:

 The right to be informed about any data we hold about you

  • The right to request a copy of your personal data which we hold about you
  • The right to withdraw your consent at any time
  • The right to request that we correct your personal data if it is found to be inaccurate or out of date
  • The right to request we erase your personal data where there is no good reason for us to continue processing it
  • The right to restrict processing where there is a dispute in relation to the accuracy or us processing your personal data
  • The right to request your personal data is transferred to you or a third party [only applicable for data held online]

If you would like to discuss anything in this privacy notice, please contact: Hedley Clemo – 2, Loundyes Close, Thatcham, Berkshire RG18 3EB.