Data Protection Policy

Hope City Church uses personal data about living individuals for the purpose of general church administration and communication.


Hope City Church recognises the importance of the correct and lawful treatment of personal data. All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation (GDPR).


Hope City Church fully endorses and adheres to the eight principles of the GDPR. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. Employees and any others who obtain, handle, process, transport and store personal data for Hope City Church must adhere to these principles.


The Principles

The principles require that personal data shall:

  1. Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
  2. Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
  3. Be adequate, relevant and not excessive for those purposes.
  4. Be accurate and where necessary, kept up to date.
  5. Not be kept for longer than is necessary for that purpose.
  6. Be processed in accordance with the data subject’s rights.
  7. Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures.
  8. Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.


  1. Maintaining Confidentiality

Hope City Church will treat all your personal information as private and confidential and not disclose any data about you to anyone other than the leadership and ministry overseers/coordinators and administrators of the church in order to facilitate the administration and day-to-day ministry of the church.

All Hope City Church staff and volunteers who have access to Personal Data will be required to agree to sign a Confidentiality Policy and a Data Protection Policy.


There are four exceptional circumstances to the above permitted by law:

  • Where we are legally compelled to do so.
  • Where there is a duty to the public to disclose.
  • Where disclosure is required to protect your interest.
  • Where disclosure is made at your request or with your consent.


  1. Use of Personal Information

Hope City Church will use your data for three main purposes:

2.1.   The day-to-day administration of the church; e.g. pastoral care and oversight including calls and visits, preparation of ministry rotas, maintaining financial records of giving for audit and tax purposes. (this is not an exhaustive list)

2.2.   Contacting you to keep you informed of church activities, events and projects.

2.3.   Statistical analysis; gaining a better understanding of church demographics.

N.B. although collated church data may be passed to a third party, such as number of small groups or small group’s attendance, no personal data will be disclosed.


  1. Collection of Data

Data is collected or passed through to Hope City Church in a variety of ways including:

  • ‘Hello’ Cards filled at Church Events
  • Children or Teenager registration forms (mostly app based) for Whizz Kids or Neon
  • Connection / Forms on Hope City Church website (and associated domains)
  • Booking websites such as Eventbrite
  • Interest Capture Sheets at Events or on Outreach
  • Information Gathering through Consultation Forms / Surveys
  • Through your communication with us

For all of these methods of data collection, the method of collection, storage and sharing will be subject to GDPR regulations.


  1. The Church Database

Information contained on the database will not be used for any other purposes than set out in this section. The database is accessed through the ‘cloud’ and therefore, can be accessed through any computer or smart device with internet access.


Hope City Church has selected Churchsuite ( to host the pastoral database of Hope City Church. Churchsuite are a Data Processor of our data and they have extensive policies, Q&As and support on their website to give information on how they store and control data.

The server for Churchsuite is based in the UK.


4.1.   Access to the database is strictly controlled through the use of name specific passwords, which are selected by the individual.


4.2.   Those authorised to use the database only have access to their specific area of use within the database. This is controlled by the Data Controller and other specified administrators. These are the only people who can access and set these security parameters. This list is regularly checked and maintained


4.3.   People who will have secure and authorised access to the database include Hope City Church Staff, data in-putters, Department Heads, Ministry Team Leaders, Life Group Leaders, Dinner Party Leaders and Hope City Church Trustees.


4.4.   Each user will only be given access to the appropriate part of the Churchsuite database.


4.5.   The database will NOT be accessed by any authorised users outside of the EEA, in accordance with the Data Protection Act, unless prior consent has been obtained from the individual whose data is to be viewed.


4.6.   All access and activity on the database is logged and can be viewed by the Database Controller.


4.7.   Subject Access – all individuals who are the subject of personal data held by Hope City  Church are entitled to:

  • Ask what information the church holds about them and why.
  • Ask how to gain access to it.
  • Be informed how to keep it up to date.
  • Be informed what Hope City Church is doing to comply with its obligations under the 1988 Data Protection Act.


4.8.   Personal information will not be passed onto any third parties outside of the church environment (with regard to Section 1 – Maintaining Confidentiality)


4.9.   Subject Consent – The need to process data for normal purposes has been communicated to all data subjects. In certain cases, depending on the sensitivity of the information being processed and the usage of the information, express consent is required to process data. This will be communicated individually.


Hope City Church will retain some data outside of Churchsuite. This data will be stored in a manner consistent with all GDPR regulations. The data will only be available to be accessed by specific members of the team. The data will be stored on a secure server, based in Hope City Church’s head office. Access will be through individual user login.


Hope City Church will only store and process relevant information outside of the Churchsuite, information that is not of a pastoral or church attendance and membership nature.


  1. Rights to Access Information

Employees and other subjects of personal data held by Hope City Church have the right to access any personal data that is being held in certain manual filing systems. This right is subject to certain exemptions: Personal Information may be withheld if the information relates to another individual.


Any person who wishes to exercise this right should make the request in writing to the Hope City Church Data Officer, using the standard letter which is available online from


If personal details are inaccurate, they can be amended upon request.


Hope City Church aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 30 days of receipt of a completed form unless there is good reason for delay. In such cases, the reason for delay will be explained in writing to the individual making the request.


For more information contact the Data officer on