Privacy Notice

Version # - PN:1.08 Online (last updated 26th May 2018)

Protecting your personal information is important to LEAF. This is our privacy notice, which sets out how we collect, use and process your personal information. By ‘ personal information’ we mean information about an individual that can identify them, for instance, their name, address, email address, telephone number etc.

The terms of this Notice may be subject to change. You can see the most recent version of this Notice on this website.

References in this Notice to the GDPR are to the General Data Protection Regulation (EU) ( 2016/679), which came into effect on 25th May 2018 and constitutes the primary law regulating how the personal data of EU citizens is to be protected.

Imprint and contact details can be found at the end of this document.

  1. Who We Are:

    1. The Local Evangelical Alliance in the New Forest (LEAF) is a fellowship of evangelical Christians based in the New Forest in the south of England. It is affiliated to the Evangelical Alliance [EA(UK)], which is the largest and oldest body representing evangelical Christians in the UK. It is a charity 
    2. As a small local Charity LEAF is managed voluntarily by individuals from different churches across the area, and only employs a part time administrator. LEAF does not have any salaried staff, offices or telephone contacts. As a small Charity we do not employ a Data Protection Officer and various people can process data.
    3. LEAF is the Data Controller.
    4. The Data Protection contact for LEAF is Trevor Green
  2. Information We Collect

    1. LEAF collects, uses and processes personal information in order to provide our members with up-to-date event notifications and services. We do not collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
    2. The personal data that we might collect from you is: -
      1. Title
      2. Name
      3. Spouse | Partner
      4. Home Address
      5. Church Affiliation
      6. EA Membership & number ( if appropriate )
      7. Church | Organisation Address  ( where applicable )
      8. Telephone contact number(s)
      9. Email contact address(es)
      10. Facebook URL
      11. Facial  image ( for Gmail Contacts address book )
      12. Membership fees paid and any charitable gifts made
      13. Any Special Dietary requirements ( for event attendance )
      14. Events attendance
  3. Lawful Basis for Processing

    1. How We Use Your Personal Data

      1. LEAF agrees to abide by its obligation to ensure the secrecy of personal data and its duty to treat such data as confidential and will, to this end, take all necessary measures to prevent this data being altered, lost, processed or accessed without authorisation, in line with the current state of technological developments and in compliance with GDPR and British law. When any personal data is requested by either LEAF or the Website the data fields marked with an asterisk (*) are obligatory and required, as this is considered the minimum amount of information required in order to manage a request or develop the desired service. The rest of the fields are optional.
      2. Users will in all cases be responsible for the truthfulness of the data provided, with LEAF reserving the right to exclude any user who provides false data. 
    2. Where we get our information from?

      1. We get our information directly from you, for instance: when you fill in forms or contact us by phone, email, etc., when you provide it to us electronically through our website or an online portal, plus information we get from your browsing activity. 
      2. We may also get information from you by way of verbal requests to be kept informed of upcoming events, etc.
      3. From publicly available information found on church websites.
      4. Users must state their consent to receiving communications from LEAF which includes:
        1. general meeting or events information
        2. personal leaders invitations to upcoming leaders lunches with keynote speakers
        3. Newsletters aka eNewsletters
    3. Retention & Disclosure of your information

      1. We will not sell, disclose or share your personal information ( unless required by law to do so ) without your prior consent.
      2. We will have a data audit every two years ( 24 months ) beginning May 2018.
        1. This will be to assess which personal data is still required, and we will gain fresh consent ( if required ) to continue retention. 
        2. Data deemed surplus to requirements will be removed and deleted unless we are required by law to keep it in accordance with our Charity status or HMRC purposes.
      3. In accordance with prevailing legislation, users accept that personal data provided to LEAF, will be included in files owned by LEAF. 
      4. We retain information for as long as is necessary and for the purpose(s) specified in this Notice and for:
        1. Providing the requested services
        2. Identifying the users who would like to customise their online experience with LEAF and the Website
        3. Managing basic administrative tasks
        4. Keeping  users informed via email or eNewsletter, or by other means if required, about upcoming events, meetings or services related to LEAF and the Evangelical Alliance.
        5. Inviting and updating church leaders, Christian community leaders and keynote speakers to specially organised leaders breakfasts, coffee mornings or lunches with the express aim of increasing Christian unity across the area.
  4. Third Party Processors (Servers, Services and Data Backup)

    1. Please note that as a small local Charity, LEAF uses various online tools and services to store and communicate with its users, speakers and those expressing an interest to be kept up-to-date with meetings and events. Those services are listed below:

      1. The Website is built using ChurchEdit and is loaded onto servers based within the European Union. However backups maybe stored on servers outside of Europe.

      2. Emails are generated via Google's Gmail service. Google has its own set of privacy policies which can be viewed at the URL below:


      3. eNewsletters are generated via Mailchimp which has its own set of Privacy Policies which can be viewed at the URL below:


      4. When tickets for events are available to purchase online this is done through Eventbrite. Eventbrite has its own Privacy Policy which can be viewed at the URL below:


      5. Those individuals and churches who are members of the Evangelical Alliance will have user data on the Evangelical Alliance own servers and details of this can be found on the URL below:


    2. Our Website may contain links to websites owned by other churches and organisations. If you follow a link to another website, these websites will have their own privacy policy. We suggest that you check the policies of any other websites before giving them your personal information as we cannot accept responsibility for any other website.

  5. Your Rights

    1. You have the following rights -

      1. To be informed about how we obtained and use your information

      2. To ask for a copy of the information that we hold about you

      3. To have your information rectified

      4. To request us to restrict processing of your personal information

      5. To request to have your information erased

      6. To object to, or to restrict, the processing of your information

      7. To have information you provided to us returned to you or sent directly to another company in a structured, commonly used and machine readable format where technically feasible

      8. To withdraw your consent where the processing o your information is based on your consent

      9. To lodge a complaint with the Information Commissioner’s Office, the supervisory authority responsible for data protection matters.

        1. Information Commissioner's Office
          Wycliffe House
          Water Lane
          SK9 5AF

          Tel: 0303 123 1113
          Email: (via ICO messaging service)

  6. Requests for Data Amendments or Erasure

    1. For information on data held, amendments or erasure, the request must be put in writing either through an email or a written request to the administrator. The request must include a photocopy of a relevant ID document to prove your identity.

    2. If you become incapacitated or unable to act in your own affairs and in the event of your death a family member, or legal representative, may request such information, amendment or erasure. However, the request must include a photocopy of a relevant ID document to prove the family member or legal representative is who they claim to be and has the relevant authority to act on your behalf.



More Information

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