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Who we are:

We are a family church with a range of activities that cater for all ages. At our core, we believe people matter to God, wherever they are on their spiritual journey. Cowplain Evangelical Church is ‘a church for all people of all ages’ and is home to young and old, children and young people, families and singles. We are a mix of real people with real needs who are finding real hope for navigating a complex world.

Why we exist:

Cowplain Evangelical Church (CEC) exists to REACH all people of all ages with the truth of Jesus, to UNITE them with other believers, to help them to GROW in their faith and to discover their POTENTIAL as they HONOUR God.

What is the purpose of this Privacy Notice?

CEC, as a charitable organisation, serves a wide range of people and to do this needs to record and store information about them.  We are committed to protecting all information that we handle about people we support and work with, and to respecting people’s rights around how their information is handled. This privacy notice explains our responsibilities and how we will meet them.

CEC is committed to respecting your privacy and to complying with data protection and privacy laws.  We value the personal information entrusted to us and we respect that trust, by complying with all relevant laws, and adopting good practice. 

In the course of our work, we may collect and process personal data about many different people; staff, members, volunteers, contractors, associated attendees and friends of CEC (collectively known as ‘data subjects’). Personal data relates to a living individual who can be identified from that data and is governed by the Data Protection Act 2018 (DPA).  This is UK national law which complements the European Union's General Data Protection Regulation (GDPR). This includes data we receive straight from the person it is about, for example, where they complete forms or contact us. We may also receive information about data subjects from other sources including, for example, previous employers and personal referees.

CEC is the data controller (see contact details below). This means it decides how your personal data is processed and for what purposes.

Our Database and Systems

CEC uses iKnow Church Software (“the Services”) to help us administer our church and provide all elements of pastoral care, communication and support to our ‘data subjects’ and the community.  Our ‘data subjects’ may be provided with access to a user account, which they can use to provide us with information (including personal information), update preferences and access options to allow the booking of events, rotas and recording attendance. The Services should bring benefits to everyone as we can stay in touch with you much more easily and you can provide us with information in a quick and efficient way.  In addition to iKnow Church, we may also collect information from you in person or on paper forms or online forms within other systems. We have also included information about other forms of processing that we may carry out.

How we may use your personal information:

CEC complies with its obligations under the DPA 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.

The law only allows us to use your personal information in certain limited circumstances.  We have listed these below and what information it allows us to process.

  1. Where it is necessary for our legitimate interests:

Under DPA, it is for our Legitimate Interests as a church (non-profit body), to process information relating to its ‘data subjects’ or those who have regular contact with it in connection with its purposes to enable the administration of your connection with the church.

  1. Where you have consented (explicitly) to us using your personal information.
  2. Where we need to perform the contract we have entered into with you.
  3. Where we need to comply with a statutory or legal obligation (other than contract).
  4. Necessary to fulfil an employment law obligation.
  5. Necessary for legal advice/proceedings

Examples of the relevant purposes might be as follows: 

  • To provide pastoral care/support for members, regular attenders and others connected with our church;
  • To administer records of members and regular attenders connected with our church;
  • To recruit, support and manage staff and volunteers;
  • To process Gift Aid applications;
  • To maintain our accounts and records;
  • To fundraise and promote the interests of the charity;
  • To use CCTV systems for the recording of services;
  • To operate the CEC web site and deliver the services that individuals have requested;
  • To enable us to provide a voluntary service for the benefit of the community;
  • To inform individuals of news, events, activities or services running at CEC;
  • To share your contact details with appropriate church leaders so they can keep you informed about news, events, activities and services that will be occurring which are relevant to the role you are undertaking;
  • To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered;
  • To undertake research and attendance trends and statistics;
  • To maintain records of ‘data subjects’ attending ministries held at the church.
  • To maintain records of payments received to attend an organised CEC event;
  • To Safeguard children, young people and adults at risk including DBS checks and results;
  • To maintain the security of property and premises;
  • To provide information for group leaders and helper rotas, which may be displayed internally on notice boards (names only);
  • Respond effectively to enquirers and handle any complaints;
  • To include your name and contact details in our Church Directory which will be distributed only to all Church family who have consented to have their details in said Directory. A copy will also be kept in the church office. We will not give copies of the Church Directory to anyone else. We will only include you if you give your specific consent for us to do so.
  • We collect personal information from you when you or we set up a user account in iKnow Church. If we set up an account on your behalf, then we will input personal information from you that we collected from you in person, on paper forms and from contact forms on our website. We will also collect information from you when you update your user account on iKnow Church.

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

  • Personal information (such as name, telephone number, address, email address and birthdates)
  • Characteristics (such as gender, ethnicity, language, nationality, country of birth, religious beliefs)
  • Medical information relevant to caring for you, especially for children.

Storing your data:

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.  We will contact you from time to time to check that the information we are holding is accurate.

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, nominated staff or trustees who need to know. They will only process your personal data on our instructions.

This information will be stored on the church password protected computer but the password will only be known by those church officers authorised to access this. This information will NOT be disclosed to anyone else without your consent.


Who do we share your information with?

We may share your information with others in the church including:

  • To ask the members of the church to pray for you, along with other members;
  • To enable them to provide pastoral care and support for you;
  • To inform them that you are applying to be a member or that your membership has ended;
  • In our on-line church management software, iKnow Church, to allow other members to contact you or to arrange rota swaps with you;


We may occasionally share your information with others outside the church including:

  • Where we are approached for a reference on your behalf by another church or organisation.
  • With the people who host and maintain our website.

These may include those with whom we have a contract:

CEC will only share personal data with other organisations or people when we have a legal basis to do so and if we have informed the data subject about the possibility of the data being shared, unless legal exemptions apply to informing data subjects about the sharing. Only authorised and properly instructed staff are allowed to share personal data.

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

CEC will keep records of information shared with a third party, which will include recording any exemptions which have been applied, and why they were applied. We will follow the Information Commissioner’s Office’s statutory Data Sharing Code of Practice (or any replacement code of practice they substitute it for) when sharing personal data with other data controllers.

Requesting access to your personal data

Under Data Protection legislation, you have the right to request access to information about you that we hold by submitting a ‘Subject Access Request’ to the Church Administrator.

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.
  • Data portability, which means to receive their data, or some of their data, in a format that can be easily used by Another person (including the data subject themselves) or organisation;
  • Not be subject to automated decisions, in certain circumstances; and
  • Withdraw consent when we are relying on consent to process their data.


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 see our data protection policy.


We will act on all valid requests as soon as possible and at the latest within one calendar month, unless we have reason to and can lawfully extend the timescale. This can be extended by up to two months in some circumstances.

All data subjects’ rights are provided free of charge.

Any information provided to data subjects will be concise and transparent, using clear and plain language.

If you have any queries about CEC’s data protection policy and procedures please contact the Data Protection Lead: or write to: Data Protection Lead Cowplain Evangelical Church, Durley Avenue, Cowplain, Hampshire, PO8 8XA

Phone: 023 9226 2188.

If you would like to discuss anything in this privacy notice or 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 you have the right to complain directly to the Information Commissioner’s Office. They can be contacted as follows:


Telephone: 03031231113

Address: Information Commissioner’s Office

Wycliffe House,

Water Lane,


Cheshire, SK9 5AF


DATA PRIVACY NOTICE (Coronavirus Addendum)


Cowplain Evangelical Church (CEC) Privacy Notice for collecting contact information from church attendees. This privacy notice is an addendum to CEC’s main privacy statement and notices. The Managing Trustees of CEC (as Data Controller) can be contacted by ringing the church office; 023 9226 2188 or emailing

We are collecting your name and contact details in order to fulfil our responsibility to provide a safe environment in which those attending CEC can pray and worship during this COVID-19 recovery phase. We will only use this information to contact you in the event that we believe you may have come into contact with a suspected case of COVID-19 at CEC and it may be necessary to share your details with NHS Test and Trace if they are requested for contact tracing and the investigation of local outbreaks.

Your name and contact details will temporarily be securely stored within the administration office.  They will be retained for a period of 21 days in line with government guidance and then disposed of within the following 7 days.

Please inform CEC as soon as possible if you test positive for coronavirus or develop any of the following COVID-19 symptoms:

•           A high temperature

•           A new, continuous cough

•           A loss or change to your sense of smell or taste

Data Protection legislation allows us to process this information as we regard it as being in the church’s legitimate interest. The Information Commissioner’s Office has published guidance on data handling during the pandemic. Please see

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