Privacy Policy

DATA PROTECTION & GDPR POLICY

1. Who We Are

At Potter’s House Christian Mission UK, we are a Christ-centred, non-denominational ministry committed to shaping lives and equipping believers for purposeful living. We are registered in Scotland as a Scottish Charitable Incorporated Organisation (SCIO), Charity Number SC054652, and regulated by the Office of the Scottish Charity Regulator (OSCR).

As part of our mission, we take care to handle your personal information responsibly. This policy explains how we do that in a way that is simple and clear.

2. Why We Collect Personal Data

We collect and use personal data to:

  • Keep you updated about events, discipleship classes, missions, and ministry news
  • Manage volunteer involvement and mission partnerships
  • Process donations and Gift Aid claims
  • Respond to enquiries, prayer requests, counselling or support
  • Ensure the safety and wellbeing of children, youth, and vulnerable adults
  • Improve our website and online resources

We only collect information we need to provide these services and to comply with the law.

3. What Personal Data We Collect

Depending on how you interact with us, we may collect:

·       Basic information such as name, email, phone number, or postal address

·       Participation information for registration during any events, volunteer activities, or discipleship programs

·       Donation information: such as amounts donated, Gift Aid declarations, and secure payment confirmations

·       Safeguarding information: such as emergency contacts, relevant health or welfare info (with consent)

·       Website information: IP address, browser type, and cookie data

We never collect data we don’t need.

4. How We Use Your Data

We use your personal information for purposes that are lawful and fair, including:

  • Running our ministry programs and events
  • Communicating with you about our mission and updates
  • Managing donations and Gift Aid
  • Ensuring the safety of those in our care
  • Improving our website experience

We do not sell your data or share it with anyone for commercial purposes.

5. The Legal Basis for Using Your Data

Under UK GDPR, we must have a reason to use your personal data. For Potter’s House Mission, this includes:

  • Consent – when you sign up for newsletters or give permission to contact you
  • Contract – when you register for events or volunteer roles
  • Legal obligation – to keep financial records or comply with charity law
  • Legitimate interest – for ministry administration, safeguarding, and ministers care
  • Vital interest – in emergencies, for example safeguarding matters

For sensitive information (like health or religious beliefs), we only collect it when necessary and with your consent where possible.

6. Who Sees Your Data

Sometimes we need to share your data to deliver our services. This could include:

  • Secure payment processors for donations
  • IT providers or website support
  • HMRC for Gift Aid
  • Authorities in safeguarding or legal matters

Whenever we share data, we make sure it is handled safely and only for the purpose it was collected.

7. How Long We Keep Your Data

We keep your personal information only as long as we need it for:

  • Running our ministry
  • Legal and financial compliance
  • Safeguarding records

After that, we delete it securely or make it anonymous.

8. Keeping Your Data Safe

We take your privacy seriously and protect your data by:

  • Limiting who can access it
  • Using secure systems and passwords
  • Encrypting our website
  • Using safe, trusted payment platforms

We also regularly review our security measures.

9. What Happens if Data is Breached

If there is a data breach:

  1. We assess the situation immediately
  2. Trustees are informed right away
  3. If required, we report it to the Information commissioner’s office (ICO) within 72 hours
  4. We tell affected individuals if their personal data is at risk

We take breaches seriously and learn from them to prevent future issues.

10. Your Rights

Under UK GDPR, you have rights about your personal data, including the right to:

  • Know what data we hold about you
  • Access your data
  • Ask us to correct it
  • Ask us to delete it
  • Limit how we use it
  • Object to how we use it
  • Move your data to another provider
  • Not be subject to automated decision-making

To exercise your rights, contact us at:
 info@pottershousemission.org.uk

If you’re not happy with our response, you can contact the ICO: ico.org.uk

11. Children and Vulnerable Adults

When we work with children or vulnerable adults:

  • We get consent from parents or guardians where needed
  • We follow strict safeguarding procedures
  • Data is only shared when necessary to protect someone’s safety

12. Cookies & Online Tracking

Our website uses cookies to improve your experience, help us understand usage, and support embedded content. For details, see our Cookie Policy.

13. Policy Review

We review this policy at least once a year, or sooner if:

  • Laws change
  • Our ministry practices change
  • ICO guidance updates

Contact Us

Potter’s House Christian Mission UK
 SCIO Number: SC054652
 5B Beachmont Court, Dunbar, Scotland, UK

Email: info@pottershousemission.org.uk
 Phone: +44 7760 979531
 Website: www.pottershousemission.org.uk

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