Kirdford Chapel CIO

Kirdford Chapel CIO, Plaistow Road, Kirdford, Billingshurst, West Sussex RH14 0JR (KCCIO)

KCCIO only collects personal information for the purposes set out below and will not sell that personal information nor provide it to third parties without your consent unless required by law to do so. This policy sets out how we deal with the personal information we collect.


Personal information is collected through from social media, the internet, by photographic and video cameras (subject to our Social Media Policy which you can request by contacting us at and from individuals, organisations, the parents or guardians of minors and from the carers of vulnerable adults. We do not use commercial databases.


KCCIO collects personal information about its members, those attending its activities, those who seek counsel or assistance from us and the parents, guardians and carers of such persons, persons and organisations we support or work with, our suppliers and persons who we believe may be interested in our activities or ministry. This personal information includes contact details, and date of birth. We may also collect Special Category Data, data about criminal convictions etc.(see note 1) and information required so that we can provide suitable counsel, advice, assistance, services and facilities. We will only collect information that is needed for the purposes set out in the next paragraph.


We use personal information for the present and future:

  • promotion of the purposes of our organisation
  • the promotion and administration of our organisation and its activities and persons, organisations and activities which we support, including distribution of information about our activities and the persons and organisations we support by post, email, telephone, SMS, or other technology whether or not currently known or in use;
  • monitoring and assessing the quality of our activities and services;
  • welfare of our members and other persons attending our premises or activities or receiving counsel or assistance from us, and co-operation with and support of other persons and organisations.
  • security of our premises, assets, employees and persons attending our premises or activities. We may share personal information with your parents, guardians or carers and other persons or agencies providing you with counsel, advice, assistance, services or facilities. Information provided in respect of a particular activity may be used by us in connection with any of our other activities.


Personal information about a person who is under the age of 18 years (“a minor”) or incapable of managing their own affairs (“vulnerable adult”) must be provided by that person’s parents, guardians or carers who shall, where appropriate, inform the minor or vulnerable adult that the information has been provided on the basis of this Privacy Policy and be responsible for keeping the personal information up to date.

Special Category Data (see note 1) relating to a minor or vulnerable adult shall be given on a form provided by KCCIO.


We are committed to protecting the security of your personal information. We use a variety of technological, physical and organisational protections and procedures, such as encryption, passwords and physical security measures, to help protect your personal information from being accidentally lost and unauthorised access, use, alteration or disclosure. We will take particular care of Special Category Data and data relating to matters of a criminal nature (see note 1) and security measures will reflect the importance of keeping this data secure.

In addition, we limit access to your personal data to those church officers and volunteers who need to know. They will only process your personal data on our instructions. We will ensure that staff and members who handle personal data are adequately trained and monitored. Any agent employed to process data on our behalf will be bound to comply with this Privacy Policy by a written contract.

We have put in place procedures to deal with any suspected data breach and will notify you and the Information Commissioner’s Office where we are legally required to do so.


We will not keep your personal information for longer than is necessary for the purposes for which we use it. We will hold your data for varying lengths of time depending on the type of information in question but in doing so we will always comply with Data Protection legislation. Details of retention periods are available in our retention policy which you can request by contacting us at

Where personal data needs to be deleted or destroyed adequate measures will be taken to ensure that data is properly and securely disposed of and particular care will be taken over the destruction of manual Special Category Data and data relating to matters of a criminal nature.


Please inform us if you think any of the personal information we hold about you or a minor or vulnerable adult whose information you supplied to us is not up to date or is incorrect so that we can amend it.

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


You have a right to request access and rectification of your personal information by contacting us. In all cases we will treat requests to access information or change information in accordance with the applicable legal requirements, however safeguarding the welfare and interests of minors and vulnerable adults will always take priority over such access. We will reply to your request within 30 days.


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.


We may transfer some personal information to countries outside the European Economic Area if this is necessary for the uses of the personal information set out above.


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 or to discuss anything in this privacy notice, please contact

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

Note 1

The General Data Protection Regulation 2016 defines ‘Special Category Data’ as racial or ethnic origin, political opinions, religious or other beliefs, trade union membership, genetics, biometrics used for identification purposes, health, sexual life, sexual orientation. but does not include information about financial matters.

The processing of data about criminal offences, criminal convictions, criminal proceedings, disposal or sentence and any Barring decisions made against the Children’s or Adults Barred Lists under the terms of the Safeguarding Vulnerable Adults Act (2006), (as amended by the Protection of Freedoms Act 2012) is dealt with under the Data Protection Act 2018.