Privacy policy

Introduction

This privacy policy explains how we use any personal information we collect about you when you contact us by phone, email, letter, attend any of our events or when you use our website. 

We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.

Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with UK data protection law which includes but may not be limited to the Data Protection Act 2018, the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulation (PECR). 

This notice provides information concerning the processing activities for the South Eastern Baptist Association (SEBA). We are a charity with the registration number 1093252 and a Company Limited by guarantee with the registered number 4292136. We are a member of the Baptist Union of Great Britain. Our registered address is:

17 Cherry Close, Burgess Hill, RH15 9PR. 

We can be contacted by telephone: 0144 423 3431 

Email: admin:seba-baptist.org.uk 

Our data protection officer can be contacted by emailing: data.protection@seba-baptist.org.uk  

You can find more information about SEBA here South Eastern Baptist Association : About Us (seba-baptist.org.uk)

What information do we collect about you?

We collect information about you when you: 

• Register for a website account or update your account details 
• Sign up for email updates or newsletters 
• Contact us 
• Place orders for free or paid services (including training, conferences or other events) 
• Apply for membership 
• Complete surveys or provide feedback 

This information may include: 

• Name, position and organisation 
• Contact details including email address and phone number 

We may also collect material that you proactively post or contribute to our sites including social media and any correspondence you have with us. 

We also have access to some personal information you provide to the Baptist Union of Great Britain for specific purposes, for example Minister Recognition. This information is provided to us through a signed data sharing agreement. 

Our website only uses essential cookies (see below for more information about cookies). 

When you contact us by email, letter or on the phone, we may also record this information to help us process your request efficiently. 

How do we use your information? 

We collect information about you in order to provide our members with the services they need and in connection with our purposes as an association of Baptist churches where we have a lawful basis and permission to contact you.  
We collect information about our members and website users for the following main reasons: 

1. To provide a useful resource in the form of an online directory of users. 
2. To provide an interactive website where email is used to communicate with the users. 
3. To provide a security mechanism whereby we can restrict content to certain groups of users. 
4. To help us to improve the service we offer. 

Where do we store your information?

Online forms 
The forms on our website are built using a platform hosted by Hubb Digital Ltd. based in the UK, so the information you provide to us is initially stored there. The contract we have with this provider ensures their practices comply with UK data protection law and we regularly delete data from this system. Web data is held securely in the UK.
Website accounts 
If you are a registered user of our website, the personal data within your account is stored in secure web servers. 
You are responsible for keeping your website account password(s) confidential. We ask you not to share your password with anyone for your own security. 
Security and encryption 
We take great care to ensure that our website operates at the highest security levels and that our suppliers are committed to best practice in digital security. All personal information stored on our web servers is encrypted at test. 

Other personal data held by us is stored securely in Microsoft cloud servers. We use systems including Microsoft Teams and SharePoint using a UK account to comply with UK data protection laws. 
It is worth noting that security of data transmission via the internet can never be 100% guaranteed, and if you choose to send us data electronically then transmission of your data is at your own risk until it reaches us safely.

Cookies

What are cookies and how do we use them? 
In common with most other websites, we use cookies. A cookie is a small piece of text sent from a website and stored in your web browser. The cookie can be retrieved by the website the next time you return to the website, so that the website can, for example, remember your saved preferences. We do not use any third-party cookies on our website. 

By continuing to use this website you agree to us placing cookies on your device. Most web browsers accept cookies by default, but you can change these settings to prevent this if you wish. You should consult the documentation of your web browser for advice on how to do this. 

Cookies used on this website: 
 

Cookie name	Cookie description
ASP.NET_SessionId	This holds an ID to identify your session. It is deleted when you close your browser.
UserAuth_[id], UID	These cookies are used to determine whether or not you have previously logged in on this device.
CookiesNotificationSeen_	This cookie is set when you dismiss the notification message about our cookies policy so that the message is not displayed in future.
hubb_app_visitor	This cookie is set when you visit /Hubb and are not logged-in. It is used to track which content you've viewed in the various sections of the app so that an indicator can be shown when there is new content for you

 

The lawful basis for processing your personal data 

We are required to identify a lawful basis with which to process your personal data. In some cases this may be necessary for the performance of a contract to which you are party or to take steps prior to entering into a contract with you; for example to provide a service. 

Processing is sometimes necessary for the purposes of our legitimate interests. 

Where no other lawful purpose exists we will ask for consent. We will never presume consent and will ensure our request for consent is explicit. 

Under some circumstances we are legally obliged to share your data without your consent, for example to safeguard children or vulnerable adults. 

Special categories of data 

Processing of sensitive personal information (known as ‘special categories of personal data’ in the UK GDPR) is prohibited unless a lawful special condition for processing is identified. 

Religion is classed a special category data and is likely to be recorded by SEBA under some circumstances for the purposes of legitimate interests, for example in supporting ministry recognition. 
For the purposes of Schedule 1, Part 4 of the Data Protection Act 2018, more information about the Association’s processing of special category and criminal offence data under Conditions 10, 11, 12, 18, 19 and 31 found in the “Appropriate Policy Document” in Schedule 2 of our Data Protection Policy. 

How long do we keep your information? 

We do not keep your information for longer than necessary. In general, correspondence, including emails, are kept for up to 7 years and then destroyed. We endeavour to keep membership contact details up to date and current. You can help us to keep your information current by updating your contact details if they change. 
For further information please refer to SEBA’s Data Retention Schedule (Appendix 1 in our Data Protection Policy]. 

Keeping your information up to date 

We want to make sure that any personal information we hold about you is accurate and up to date. You can:  

• Manage your personal information online through your user Profile in your Account on our website 
• Contact us to correct or remove information you think is inaccurate.  

Sharing your information

SEBA will not sell your information to any third party. We may share your information with third parties where we have a legal duty to do so or to provide you with a service you have asked for. For example, we may use a third party supplier to deliver services you have requested but we will always inform you before we pass your details to a third party for this purpose.  

On-line address book – when subscribing to our website, by default the personal information you provide will be visible to other authenticated users of the site. You can change these settings from your personal profile page. Your information will be used to build the online address book. 

Other websites 

Our website and social media may contain links to other websites not owned or administered by SEBA. This privacy policy only applies to the SEBA website so when you follow a link to other websites you should read their own privacy policies. The signposted organisations may use tracking in these hyperlinks to monitor engagement from our website to theirs. 

Social media 

SEBA uses social media to communicate with our members and promote its legitimate purposes. Data is hard to control on social media and individuals need to take responsibility for their personal data and be aware of the privacy notices for platforms hosting our content (e.g. Facebook). You can read more about our approach to social media in our Social Media Policy. 

Changes to our privacy policy 

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 12 August 2024. 

Your rights 

Data protection regulations give you clear rights over how your data is used by us. A full list of your rights can be found on the ICO website. 

Right to access 
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information please contact us. 
We will not charge you for this service unless the request is ‘manifestly unfounded or excessive or repetitive’. 
Right to rectification 
Please let us know if you think the personal data we hold for you is wrong. 
Right to erasure 
Please let us know if you would like us to erase the personal data we hold for you. 
Right to restrict processing 
Please let us know if you have previously given us consent to process data but now wish to withdraw consent or would like to restrict processing for any other reason. 
Complaints 
If you are concerned about the way SEBA are processing your personal data, you have the right to object. 
To exercise any of your data protection rights please contact us using the following details: 
Email: data.protection@seba-baptist.org.uk 
Write to: Data Protection, SEBA, 17 Cherry Close, Burgess Hill, RH15 9PR 
 
You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights. 

You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on its website. 

You can find information about how to complain about SEBA as a charity on the government website.