Privacy Notice For Event Participants
This privacy notice is to inform you of the types of data we process about you when you register for an event held by Amana Trust. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
What information we collect
When you register for an event, we may collect the following types of information:
- Your contact details, age range, interests and choices for keeping in touch with us
- Your accommodation needs, such as dietary requirements
- Your transport needs, such as means of transport to the event, or arrival and departure times
- Your language needs, such as translation
- Your availability to participate in service
- Your payment information
- Any additional information that you provide to us related to your registration
If you register your children, we collect the following types of information:
- Their age and UK school year
- Their parent or legal guardian contact details or emergency contact information
- With your explicit consent, any allergies or relevant medical information
- Parental consent forms
How we collect your information
We collect information from you directly when you register for the event. For children, we collect information from the parent or legal guardian. We require any other persons who register children to confirm that they have sought permission of the parent or guardian to provide the child’s personal information to us. We request third party emergency contact details for children in order to properly conduct and to safely administer the event.
If someone else registers you for one of our events, such as a friend or spouse, we require the person registering to agree that they have sought your permission to provide your personal information to us and that they will provide you with this privacy notice.
Our purpose and lawful basis for processing
We use your information so that we can facilitate the event and provide you with the best experience. This processing will be based on your consent.
We also use your information so that we can follow up with you after the event. This processing will be based on our legitimate interests of:
- keeping in touch with you about our events, Bible studies, and publications by post and by phone
- improving our services through your feedback
Where required, your information will be processed based on your consent. We will not phone you with any marketing if you are registered on the TPS or if you opted out of such calls, unless we have your consent.
Data protection law considers certain categories of personal data to be more sensitive, such as health information, and religious or philosophical beliefs. We do not collect special categories of information about you unless there is a good reason for doing so, such as where we need it to adequately care for participants at an event. Any sensitive information will be treated with extra care and will only be used for the purpose for which you provided it and where we have legal grounds to do so. Most commonly, we will process special categories of data when the following applies:
a) you have given explicit consent to the processing
b) we must process the data in order to carry out our legal obligations
c) we must process data for reasons of substantial public interest
d) we must process data for the establishment, exercise or defence of legal claims
e) you have already made the data public.
How long we keep your information
Your information will be kept for no longer than is necessary for the purpose of its use. If you agree that we may keep your information for use in future event registrations by creating a user account on our website, we will keep your information for as long as is necessary for that purpose.
Who we share your information with
We use the church in London (a registered charity in England and Wales, charity number 1093426, registered office: Bower House, Orange Tree Hill, Romford, RM4 1PB, UK) for safeguarding and childcare at some of our events. If you register a child, the child’s information will be shared with the creche, children and young people’s service coordinators where necessary for the purpose of arranging the service.
If you indicate that you can serve, some of your information will be shared with service coordinators, who may contact you (by phone or email).
Your information will be kept securely and will not be shared with any other third parties unless we have your explicit consent.
Failure to provide data
Your failure to provide us with data may mean that we are unable to register you for the event or provide certain services, for example children’s snacks.
No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
Your rights and how to contact us
This privacy notice was last updated on 28 June 2018.