Vine Church Swindon Privacy Notice


Vine Church Swindon is a diverse church in the UK, gathering people of all ages and phases of life from many backgrounds. We are a charity registered in England and Wales (1066646). Our office address is Vine Church, Berkeley House, Hunts Rise, South Marston Business Park, Swindon, SN3 4TG.

Vine Church Swindon values everyone who engages with us by whatever means, and we do all we can to protect your privacy and to make sure the personal data you provide us is kept safe.

This notice explains how we collect data, how we use and store information and what it means for you.

For the purposes of this notice, ‘us’, ‘we’, ‘our’ and ‘VCS’ refer to Vine Church Swindon.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

What information do we collect?

Directly with us

We collect personal information each time you engage with us. For example, when you give to us, sign up for a small group or an event, volunteer to serve, or otherwise provide your personal details, we collect the information you provide.

Indirectly from third parties

We collect information from third parties, such as ‘fundraising’ or giving sites, such as Paypal or Stewardship, where you have agreed to give financially to Vine Church Swindon and have given consent. You may wish to check their privacy policy to find out more information on how they will process your data.

Categories of personal data

We may collect personal information, such as your name, telephone number, address, and email address. We may also collect other information, such as gender, ethnicity, language, nationality, and country of birth.

Sensitive data

Where you provide the information, we may collect sensitive personal data, including, but not limited to, your religious beliefs or your physical and mental health.

Why are we collecting your data?


We may use the personal data we collect to:

  • Administer records and provide pastoral care;
  • Monitor and assess the quality of our services;
  • Provide a personalised service, such as customised website content or personalised emails;
  • To fulfil our purposes as a church and promote the interests of the church;
  • Ask for financial and non-financial support, such as volunteering or praying;
  • Process donations you give us, or to support your giving to us;
  • Maintain our own accounts and records (including the processing of gift aid applications);
  • Manage our employees and volunteers;
  • Keep you up to date on news, stories, events, activities and services at VCS.
  • Comply with the law regarding data sharing.

Legal basis for processing your data

Legitimate interest – Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

  • the processing relates only to members, former members or those who have regular contact with the body in connection to its purposes; and
  • there is no disclosure to a third party outside the body without consent.

Legal obligation – Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

When it is required, we may also ask you for your consent to process your data.

How do we store your data?

Vine Church Swindon complies with its obligations under UK data protection legislation by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access, and disclosure; and by ensuring that appropriate technical measures are in place to protect personal data.

How long?

We will keep your personal information only for as long as it is 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 for 7 years to meet tax and accounting requirements, but we will only keep basic records from when you joined the church while you are still in regular contact with us.

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


Vine Church, Berkeley House,

Hunts Rise,

South Marston Business Park,

Swindon, SN3 4TG.

Or email


We ensure that we have in place appropriate controls to protect any personal data you provide.

We ensure that access to personal data is restricted only to those staff members or volunteers whose job roles require such access and that suitable data protection training is provided for these staff members and volunteers.

Who do we share your information with?

Legal duty

We may need to pass on your data if required by law or a regulatory body. For example, a gift aid audit by HMRC, or if asked for details by a law enforcement agency.


Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church.

Occasionally, we may employ agents to carry out tasks on our behalf, such as processing donations. These agents are bound by contract to protect your data and we remain responsible for their actions.

We will only share your data with other third parties outside the church with your consent.

Your rights and telling us when things change

My rights

Unless subject to an exemption under data protection legislation, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for us to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right to request that we provide you with your personal data and, where possible, to transmit that data directly to another data controller, where applicable (known as the right to data portability);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, where applicable;
  • The right to lodge a complaint with the Information Commissioners Office.

Updating your details

We do appreciate it if you keep your details up to date. You can do so by contacting us (below).

We may use Post Office address search, postcode lists or other available sources to confirm data that you provide us with, where, for example, we are unsure of what you have completed on a form.

We will not use these sources to create data that you have chosen not to provide, for example, if you have left a telephone number blank; nor will we automatically update changes of address, we will normally only update your address when you tell us it’s changed.

We will also contact you on a periodic basis to check that the information we are holding is accurate and up to date.

How to contact us

To exercise all relevant rights, to update your information, or if you want further information on how your data is used, how we maintain the security of your data, and your rights, please contact Vine Church's administrator  by emailing

You can also write to:


Vine Church Swindon

Berkeley House

Hunts Rise



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

You can also contact the Information Commissioner’s Office on 0303 123 1113, via email at, or by writing to:

Information Commissioner’s Office

Wycliffe House

Water Lane




Changes to this Privacy Notice

Changes to this notice

This notice was last updated in May 2018. We may amend this notice from time to time to take account of changes to our processes or changes to data protection or other legislation. If we make any significant changes to this notice, we will show this clearly on our website, in our publications (such as the Newsletter) or by contacting you directly. Where and whenever necessary, we will seek your prior consent to new processing.