On this page, you will find details of Whitefield Methodist Church Policies, guidelines and procedures
DATA PROTECTION ACT 2018 AND THE GENERAL DATA PROTECTION REGULATIONS (“GDPR”)
A simplified guide to the Regulations for use by all Church officers and meeting secretaries.
What are the GDPR Regulations and do they apply to the Church
The Regulations apply to all organisations, including Whitefield Methodist Church, which seeks, retains and uses the personal information of an individual for the purpose of carrying out its functions.
The Regulations protect the individual whose information is held from being exploited by a third party by preventing the unauthorised disclosure of any details from which that person might be identified.
“Personal information” means any details about an individual (i.e name, address, email, phone numbers, date of birth etc) from which they can be identified. All personal information is deemed to be confidential to that individual.
It is part of the mission of the church to protect others from exploitation whilst at the same time, having access to essential information about church users to enable the mission of the church to be carried out.
The church would not function without having information about its members, adherents and other users of church premises. If, as a volunteer officer or secretary, minister or employee in Whitefield Methodist Church, you use or have access to personal information, you are responsible for handling this information in accordance with the Regulations and in accordance with the Church’s Data Protection Policy.
What information can I hold?
As a Minister, officer or employee of Whitefield Methodist Church, you can collect and retain only such personal information as is necessary for carrying out the function for which you have been appointed. Thus, if you do not need, for example, a date of birth or an email address, do not ask for it.
The office you hold will dictate the information you need. The Pastoral Secretary will have greater detail of members and those on the community roll than, for example, the coffee club secretary. The information held by the Treasurer will differ from that required by the Minister or the Room Bookings secretary.
The church is legally required to hold some information eg, contract for hire of rooms; gift aid tax declarations, marriage records, Safeguarding records etc. In addition, necessary personal information may be collected and retained without the consent of the individual because there is a lawful purpose for doing so, namely the mission and efficient running of the church. For information relating to sex, gender, health, pastoral concerns or prayer requests, names and ages of children, specific consent to seek and hold the information is essential. Such consent may be given orally (but must be recorded) or in writing (a consent form which can be adapted for the specific circumstance is available). Children under 16 years cannot give valid consent.
How can the personal information I hold be used?
It can be used for any legitimate purpose of the church as set out in the Managing Trustees Privacy Notice. However, passing the information held to a third party or into the public domain, without the specific knowledge and consent of the individual should be avoided.
Group emails should never be sent, except as blind copies (BCC.), to avoid each recipient knowing the email address of all others in the group. Sharing of information between the stewards or between members of the Church Council is permitted. Emails sent to a mailing list must include an opt-out or unsubscribe link.
Requests for another’s telephone number or address should be handled with care and the request only answered if you are 100% confident that the information will be kept confidential and that the intended recipient has consented to be contacted. The safest way is to tell the intended recipient of the request and pass on the enquirer’s details.
Care is necessary when placing personal information in the public domain, for example, names and telephone numbers displayed on the notice boards in the foyer. The foyer and church noticeboards are public domain. In such cases, either the amount of personal data displayed should be limited or specific consent to display be obtained. The Regulations do not apply to one piece of personal information, but two or more pieces are enough for anyone to be identified and exploited.
Any verbal prayer request made by a third party is outside GDPR provided it is not recorded, in say, the church prayer book and does not include anything other than the person’s first name only. For health information to be disclosed, consent of the individual concerned is necessary. This should not be assumed because not everyone is happy for details of their ill-health to be publicly disclosed from the pulpit or in the prayer book.
Safe storage and reviews.
Information at home should be securely stored to prevent unauthorised access. Data stored on a personal computer should be password protected (and encrypted, if possible).
Review the information you hold regularly, particularly telephone numbers and email addresses. Delete unwanted/out of date information from any personal computer upon which it is stored and by shredding any paper lists. Information that must be retained by law should be deleted from any personal computer and printed copies and original documents stored in the church safe.
Data breaches
It is inevitable that at some time a data breach will occur. In most cases such breach will be inadvertent eg. by mistakenly sending an email to the wrong person or address. More serious breaches such as, disclosing a members’ personal information to a third party, should be avoided. When a breach is discovered, it should, if possible, be corrected immediately, and where appropriate the “injured” party informed. A breach report must be completed (however trivial the breach).
Information requests
A right exists for any individual to request details of the information held about them by the church. When such a request is made it should be referred to the Church Council secretary who will take the necessary action to respond.
Individuals may also request that their data be deleted. Some requests can be agreed, others not so. Firstly, because there is a legitimate reason for having the information and secondly, where details have to be retained by law. It is more common today for an individual to limit the information the church can hold i.e by having say a telephone number but not an email address. Provided such is not essential for the purpose it was requested, any such request should be agreed.
DO’S and DON’T’s
Don’t use personal data for a different purpose than that for which it was collected.
Don’t assume a person’s consent will last forever.
Once the purpose for which the information was collected has expired, delete it on all electronic media and paper copies.
Do not write any comment about an individual that cannot be defended if challenged. Assume that everything may be read by the data subject.
Don’t send confidential communications by email, if possible.
Do update your password on any computer or other media.
When dealing with a child or vulnerable adult remember that in addition to GDPR, any communication should also meet the church safeguarding policy.
Please either refer any queries as to the requirements of the Regulations to the website of the Trustees for Methodist Church Purposes under the Data Protection link or to the Church Council secretary.
Privacy Policy
Your information is your information, and we understand that, which is why we are committed to respecting the privacy of anyone who uses our services or our website.
Our website or services are not intended for children, specifically anyone under the age of 16, so if you are under this age please contact us with the approval of a parent or guardian.
This privacy policy explains our approach to any personal information we might collect from you because we want to ensure that you understand this. It also explains what our purpose is when we process this information and your rights surrounding this.
This Privacy Policy will inform you of the nature of the personal information about you that is processed by us and how you can request that we delete, update, transfer it and/or provide you with access to it.
This Privacy Policy is intended to help you make informed decisions when using our website and our Services. Please take a moment to read and understand it.
Who are we and what do we do?
The Site and our Services are operated by Whitefield Methodist Church (“we”, “us” or “our”).
Whitefield Methodist Church is the data controller responsible for your personal information.
What personal information do we collect and how do we use it?
We collect and use your personal information in a variety of ways, for example, to provide you with the Services that you have requested, to update you on the progress of those services, to remind you of annual subscriptions and services. In addition, we may occasionally supply current news and information about products and services.
We have set out below the ways in which we collect your personal information and the reasons why we use it.
Fulfilment of Services
We collect and maintain personal information that you voluntarily submit to us during your use of our Services. In providing the Services, we may collect the following types of personal information:
title, first name and surname
email address
contact telephone number/s
address/es
services purchased
history of services including dates and charges.
How do we share your personal information?
We do not sell any of your personal information to any third parties. Your privacy is important to us.
How do we obtain your consent?
Where our use of your personal information requires your consent, you can provide such consent at the time of booking, face to face, verbally or by email. We are unable to progress with the booking without a “yes” or “no” to this consent.
Existing customers and information stored
Due to the nature of our services, many existing customers have a requirement to be contacted to renew existing and essential services and subscriptions – As such, we will assume that where customers have provided all or some of the above information we shall continue to use this information in ways outlined above until such a time as:
Our use of cookies and similar technologies
Our Site uses certain cookies, pixels, beacons, log files and other technologies of which you should be aware.
Third party links and services
Our Site contains links to third party websites and services. Please remember that when you use a link to go from our Site to another website or you request a service from a third party, this Privacy Policy no longer applies. Your browsing and interaction on any other websites or dealings with any other third-party service provider is subject to that website’s or third-party service provider’s rules and policies. We do not monitor, control, or endorse the privacy practices of any third parties.
We encourage you to become familiar with the privacy practices of every website you visit or third-party service provider you deal with and to contact them if you have any questions about their respective privacy policies and practices. This Privacy Policy applies solely to personal information collected through our Service and does not apply to third-party websites and third-party service providers.
How long do we keep your personal information for?
Regarding personal information we have processed in connection with the supply of our products and services to any customer, we will retain personal information relevant to that supply of products or services for at least six years from the date of supply and in compliance with our obligations under the EU General Data Protection Regulation (or similar legislation around the world). We may then destroy such files without further notice or liability. Regarding any other personal information, we have processed, we will retain relevant personal information for at least five years from the date of our last interaction with you. If you have opted out of receiving marketing communications from us, we will need to retain certain personal information indefinitely, so we do not send you marketing communications again. If your information is only useful for a short period, e.g. for specific marketing campaigns, we may delete it at the end of that period.
Confidentiality and security of your personal information
We are committed to keeping the personal information you provide secure and will take reasonable precautions to protect your personal information from loss, misuse or alteration. We have implemented information security policies, rules and technical measures to protect the personal information that we have under our control from:
unauthorised access;
improper use or disclosure;
unauthorised modification; and
unlawful destruction or accidental loss.
You have the following rights in relation to the personal information we hold about you:
Your right of access
If you ask us, we’ll confirm whether we’re processing your personal information and, if so, provide you with a copy (along with certain other details). If you require additional copies, we may need to charge a reasonable fee.
Your right to rectification
If the personal information we hold about you is inaccurate or incomplete, you can have it rectified. If we’ve shared your personal information with others, we’ll let them know about the rectification where possible. If you ask us, where possible and lawfully, to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
Your right to erasure
You can ask us to delete or remove your personal information in certain circumstances, such as when we no longer need it or when you withdraw your consent (where applicable). If we’ve shared your personal information with others, we’ll let them know about the erasure where possible. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
Your right to restrict processing
You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances, such as when you contest the accuracy of that personal information or object to us processing it. It won’t stop us from storing your personal information though. We’ll tell you before we lift any restriction. If we’ve shared your personal information with others, we’ll let them know about the restriction where we can do so. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
Your right to data portability
With effect from 25 May 2018, you have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine-readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
Your right to object
You can ask us to stop processing your personal information, and we will do so, if we are:
relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing;
processing your personal information for personalised direct marketing; or
processing your personal information for non-personalised direct marketing.
Your rights in relation to automated decision-making and profiling
You have the right not to be subject to a decision when it’s based on automatic processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for entering into, or the performance of, a contract between you and us.
Your right to withdraw consent
If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
Your right to lodge a complaint with the supervisory authority
If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the UK Information Commissioner’s Office (ICO). You can find details about how to do this on the ICO website or by calling their helpline on 0303 123 1113.
Changes to this Privacy Policy
We may make changes to this Privacy Policy from time to time.
To ensure that you are always aware of how we use your personal information, we will update this Privacy Policy from time to time to reflect any changes to our use of your personal information. We may also make changes as required to comply with changes in applicable law or regulatory requirements. We will notify you by e-mail of any significant changes. However, we encourage you to review this Privacy Policy periodically to be informed of how we use your personal information.
All of our employees and data processors (i.e. those who process your personal information on our behalf, for the purposes listed above), who have access to, and are associated with the processing of personal information, are obliged to respect the confidentiality of the personal information of all users of our Services.
Want to learn more?
There is also a fuller privacy policy held by the Methodist Chruch of Great Britain, which we abide by as a ‘local church’.
Church Safeguarding Policy
Safeguarding Children, Young People and Vulnerable Adults Policy for Whitefield Methodist Church
Purpose
The purpose of the church safeguarding policy is to check that procedures are in place and provide clarity about the roles and responsibilities of those trusted with promoting the church as a safe space for all its users.
The Methodist Church, along with the whole Christian community, believes each person has a value and dignity which comes directly from God’s creation in God’s own image and likeness. Christians see this as fulfilled by God’s re-creation of us in Christ. Among other things, this implies a duty to value all people as bearing the image of God and therefore to protect them from harm.
Whitefield Methodist Church is committed to the safeguarding and protection of all children, young people and adults and affirms that the needs of vulnerable individuals at risk are paramount.
Whitefield Methodist Church recognises that it has a particular care for all who are vulnerable whether as a result of disabilities or reduction in capacities or by their situation. It is recognised that this increased vulnerability may be temporary or permanent and may be visible or invisible, but that it does not diminish our humanity and our wish to affirm the gifts and graces of all God’s people.
This policy addresses the safeguarding of children, young people and vulnerable adults. It is intended to support the church in being a safe supportive and caring community for children, young people, vulnerable adults, for survivors of abuse, for communities and for those affected by abuse.
Whitefield Methodist Church recognises the serious issue of the abuse of children, young people and vulnerable adults and recognises that this may take the form of physical, emotional, sexual, financial, spiritual, discriminatory, domestic or institutional abuse or neglect, abuse using social media, child sexual exploitation or human trafficking (slavery). It acknowledges the effects these may have on people and their development, including spiritual and religious development. It accepts its responsibility for ensuring that all people are safe in its care and that their dignity and right to be heard is maintained. It accepts its responsibility to support, listen to and work for healing with survivors, offenders, communities and those who care about them. It takes seriously the promotion of welfare so that each of us can reach our full potential in God’s grace.
Whitefield Methodist Church commits itself to:
RESPOND without delay to any allegation or cause for concern that a child or vulnerable adult may have been harmed or may suffer harm, whether in the church or in another context. It commits itself to challenge the abuse of power of anyone in a position of trust.
IMPLEMENT the Methodist Church Safeguarding Policy, government legislation and guidance and safe practice in the circuit and in the churches.
PROVIDE support, advice and training for lay and ordained people to ensure that people are clear and confident about their roles and responsibilities in safeguarding and promoting the welfare of children, young people and adults who may be vulnerable.
AFFIRM and give thanks for those who work with children, young people and vulnerable adults and also acknowledge the shared responsibility of all of us for safeguarding children, young people and vulnerable adults who are on our premises.
Church Council
Legal responsibility for safeguarding rests with the members of the Church Council. The safeguarding officer should be a member of the Church Council or have the right to attend at least annually to report on implementation of the safeguarding policy. Where an individual covers the role in more than one location, they must be able to cover the activities identified in the relevant role outline and be facilitated to attend meetings to report on safeguarding in each location.
Whitefield Methodist Church appoints Elaine Quick as Church Safeguarding Officer (Adults) and Elaine Quick as Church Safeguarding Officer (Children) and supports them in their role, which is to:
Provide support and advice to the minister and the stewards in fulfilling their roles with regard to safeguarding.
Ensure that a suitable, signed church safeguarding policy is available at all times in the church, along with names of current safeguarding officers, national helplines and other suitable information. This must be renewed annually.
Record all safeguarding issues that are reported to the church safeguarding officer, according to Methodist Church safeguarding policy.
Promote appropriate routes for reporting of concerns.
Identify and inform those who are required to attend safeguarding training and maintain records of attendance. Work with the Circuit Safeguarding Officer and District Safeguarding Officer to arrange training.
Attend training and meetings relating to the role
Work in partnership with others including stewards and user groups to promote good safeguarding practice on church premises. This may include gaining written confirmation that hirers of church premises are aware of the church safeguarding policy or are using an appropriate policy of their own.
Check that safeguarding is included as an agenda item at all Church Council meetings and report to the Church Council annually.
Inform all those with responsibility for recruitment, whether paid or voluntary, of their obligation to follow safer recruitment procedures.
Advise the Circuit Safeguarding Officer and/or District Safeguarding Officer of any issues with compliance with safeguarding training, policy or safer recruitment requirements and respond promptly to any request from them about audit of safeguarding activities.
Good practice
We believe that good practice means:
All people are treated with respect and dignity.
Those who act on behalf of the church should not meet or work alone with a child or vulnerable adult where the activity cannot be seen unless this is necessary for pastoral reasons, in which case a written record will be made and kept noting date, time and place of visit.
The church premises will be assessed by the Church Safeguarding Officer with the property steward and/or their representatives at least annually for safety for children, young people and vulnerable adults and a written risk assessment report will be given annually to the Church Council. This will include fire safety procedures. The Church Council will consider the extent to which the premises and equipment are suitable or should be made more suitable.
Any church-organised transport of children, young people or vulnerable adults will be checked to ensure that the vehicle is suitable and insured and that the driver and escort (where required) are appropriate. A record should be kept in the church file for each driver/car.
Activity risk assessments will be undertaken before any activity takes place to minimise the risk of harm to those involved. Approval will be obtained from the event leader/minister. A written record of the assessment will be retained securely.
Promotion of safeguarding is recognised to include undertaking those tasks which enable all God’s people to reach their full potential. The Church Council will actively consider the extent to which it is succeeding in this area.
These things are to safeguard those working with children, young people and those adults who may be vulnerable.
Appointment and training of workers in the church
Workers will be appointed after a satisfactory criminal records check and following the safer recruitment procedures of the Methodist Church. Each worker will have an identified supervisor who will meet at regular intervals with the worker. A record of these meetings will be agreed and signed and the record kept. Each worker will be expected to undergo safeguarding training, within the first 6 months of appointment. The other training needs of each worker will be considered (such as food hygiene, first aid and lifting and handling).
Pastoral visitors - Pastoral visitors will be supported in their role with the provision of safeguarding training upon appointment. If they are undertaking tasks for which a criminal records check would be required, this will be undertaken prior to appointment.
Guidelines for working with children, young people and vulnerable adults - A leaflet outlining good practice and systems should be given to everyone who works with children, young people and vulnerable adults. This leaflet should be reviewed annually.
Ecumenical events - Where ecumenical events happen on church premises, safeguarding is the responsibility of this Church Council.
Events with church groups off the premises - Adequate staffing, a risk assessment and notification of the event will be given to the church safeguarding officer prior to the agreement for any event or off-site activity. Notification of the event will be given to the Church Council Secretary. If the activity is unusual or considered to be high risk the Church Safeguarding Officer will contact the Circuit Safeguarding Officer in order that it can be ratified, or any queries raised.
Other groups on church premises - Where the building is hired for outside use, the Church Safeguarding Officer should be informed. The Church Safeguarding Officer will keep the records and take advice as appropriate from the Circuit Safeguarding Officer.
Complaints procedure - There is a formal complaints procedure within the Methodist Church, which allows concerns to be raised about actions or behaviour by a member or officer of the Church. In addition, employed staff will be subject to relevant contractual procedures. All complaints will be responded to with care, diligence and impartiality. A complaint should be addressed to the superintendent minister, the Revd. Kathy Selby. If a complaint is made to another person, it should be referred to the superintendent. Meetings will be arranged with the person making the complaint and, usually, the person against whom the complaint has been made, in an attempt to resolve it. If the complaint is against the superintendent, it should be sent to the District Chair. Safeguarding officers must be informed of any complaint or issue relating to the potential abuse of children, young people or adults who may be vulnerable. They will support prompt action to respond to the circumstances of any safeguarding concern, whether or not any party involved wishes to make a formal complaint through the Methodist Church.
Review - This policy will be reviewed annually by the Church Council.
Definition of Key Terms
A child is anyone who has not yet reached their eighteenth birthday.
Vulnerable adults: any adult aged 18 or over who, owing to disability, mental function, age or illness or traumatic circumstances, may not be able to take care or protect themselves.
Safeguarding: protecting children, young people or vulnerable adults from maltreatment; preventing impairment of their health and ensuring safe and effective care.
Adult/child protection is a part of safeguarding and promoting welfare. This refers to the activity, which is undertaken to protect children, young people and/or adults who are suffering or are at risk of suffering significant harm, including neglect.
Abuse and neglect may occur in a family, a community or an institution. It may be perpetrated by a person or persons known to the child, young person or vulnerable adult or by strangers; by an adult or by a child. It may be an infliction of harm or a failure to prevent harm.
Worker: anyone working with children or vulnerable adults in the name of Whitefield Methodist Church, whether in a paid or voluntary capacity.
Room Bookings Policy
For Both ‘One-Off Hire’ and Long Term Lets
On receipt of an enquiry, the Room Bookings Manager (RBM) will decide whether the request is viable by checking the Church Calendar and questioning the ‘Initial Enquiry Form’.
If no, inform the hirer of other possibilities if appropriate.
If yes, enter the date(s) on the internal online calendar, stating TBC, i.e., it is yet to be confirmed. (This lets all those using the online calendar know that this date is to be discussed and is ‘in pencil’.)
The RBM may decide whether an Initial Enquiry Form is required or whether the information can be captured verbally and recorded on the form. The RBM is authorised to move straight to number 8 for' one-off' lets.
Where appropriate, the RBM will then send the ‘Initial Enquiry Form’ via email/post to the enquirer so that they can state exactly what the request is. The enquirer will be informed that once returned, the form will be submitted to an authorised sub-group of Managing Trustees from the Stewards and Resources Meeting for consideration.
The completed Initial Enquiry Form will be copied/emailed to the Minister and the Senior Steward (or agreed substitutes from the Stewards and Resources Committee) for discussion and a decision. In the event of a disagreement between these, the advice of further Stewards and Resources Committee members will be consulted.
If the authorised group decides not to proceed with the hire, the RBM contacts the hirer regarding the decision of the authorised group.
If the authorised group decides to proceed, the RBM checks the licence flow chart to ensure the most suitable agreement/licence is used, i.e., ‘One-Off Hire’ or Standard Licence Agreement (for longer-term lets).
The RBM will inform the Hirer of all the conditions of the Hire and state whether insurance is required.
If Hirer wishes to go ahead, email/send
a. The relevant booking form (‘One-Off Hire’ or the ‘Standard Licence Agreement’) for the Hirer to read and complete.
b. Standard Conditions of Hire
c. Safeguarding Policy
d. Safeguarding Form EArrange a mutually agreeable time for the RBM to meet with the Hirer to receive the following…
a. The signed and completed Booking Form/Licence Agreement
b. The agreed deposit.
c. Completed and signed Churches Safeguarding Form E.
d. The Hirer is to provide (unless the Authorised Group has otherwise agreed:-
i. The original Hirers Insurance Policy/Certificate, a photocopy of which is to be retained in our records.
ii. Evidence of up-to-date premiums paid.Update the Online Calendar Diary with the hirer’s contact details and any other relevant information.
Before the first booking for longer term lets, if keys need to be issued for access, the Hirer contacts the Property Secretary Mike Thornton to arrange an appointment to:-
a. Sign Safeguarding Form D - Key Holder Declaration.
b. Provide training on the Alarm System
CCTV Policy
1. Scope
Whitefield Methodist Church (WMC) has installed an image-only CCTV system to protect its buildings and passageways. Cameras will be monitored by those people listed in 4.2 who have been trained in the use of the system.
This Policy has been prepared to guide operators of the CCTV system and to provide information for all users of Whitefield Methodist Church (WMC).
Its purpose is to ensure that the CCTV system is used to create a safer environment for Church members and all other users of the Church buildings and grounds, and to ensure that its operation is consistent with the obligations on WMC imposed by the Data Protection Act 1988 and good practice guidance issued by the Information Commissioner.
All those involved in the CCTV system's operation will be required to have read and understood this policy.
2. Objectives
CCTV has been installed for the following purposes:
To assist in the prevention and detection of crime.
To facilitate the identification, apprehension, and prosecution of offenders in relation to crime and public order.
To help ensure the safety of all users of the buildings and visitors.
The system will be operated in a manner that is consistent with respect for individuals’ privacy.
3. System
3.1 Coverage
The CCTV system has seven cameras. 3 are focused outside on the side alley, entrance, and fire exit. 2 are inside, focused on the worship space and front entrance lobby. One is inside, focused on the side entrance lobby. One is inside, focused on the Oasis Centre halls.
3.2 Operation
The CCTV system operates throughout the year when sessions are not active.
We have chosen to disable the cameras during booked sessions or respect the privacy of all users.
3.3 Presence of CCTV
All users of the buildings, visitors, and the public are made aware of the presence of the CCTV system through appropriate signage.
3.4 Privacy
To respect privacy, the cameras, focus only on the areas described in section 3.1 above. All users of the building are made aware of areas covered by the CCTV system.
3.5 Recorder, storage, and physical access
Images captured on camera are recorded on digital drives.
Only those approved by WMC listed in 4.2 will be allowed access to the local recordings, which are kept in secure locations.
3.6 Data Protection Act
For the purposes of the Data Protection Act 1988, the Data Controller is Whitefield Methodist Church, and it is legally responsible for the management and maintenance of the CCTV system.
4. Recording, handling, and retention
4.1 Monitoring images
Images captured by the system will be monitored by those approved by WMC, with access to other individuals only given where essential for one of the purposes listed in section 2 of this policy.
4.2 Authorised access
Except in emergencies, only those people on the list below are authorised to have access to the CCTV system or its recordings:
WMC Minister
WMC Property Steward
WMC Treasurer
Other individuals to access their personal data as specified in section 4.11
4.3 Training
WMC will ensure that all authorised users are trained in all relevant aspects of the CCTV system.
4.4 Digital Recording
All video captured by the CCTV system is recorded onto hard drives, which are kept in secure locations. In addition, the designated Property Steward and Treasurer are able to access live images from the internal cameras via a secure connection across the internet if required.
4.5 Identifying and recording discs and images
Discs, still photographs and printed images will be uniquely identified (usually with a date and time stamp). The date and time of recording, purpose of viewing, copies taken… will be recorded for evidence. For images recorded digitally, all identifying retrieval dates and times will be recorded.
4.6 Retention
Unless required for evidential purposes or the investigation of crime or otherwise required by law, recorded images will be retained for no longer than one month.
4.7 Erasure and disposal
At the end of their useful life, all images on discs will be erased and securely disposed of. All still photographs and hard copy prints will also be disposed of securely.
4.8 Requests from the police or law enforcement agencies
Requests from the Police or other law enforcement agencies may arise for a number of purposes, including:
For the prevention of crime.
For the apprehension or prosecution of offenders.
For the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings).
Is otherwise necessary for the purpose of establishing, exercising or defending legal rights.
All such requests should be directed to WMC via the Minister or designated Property Steward.
Law enforcement agencies should provide appropriately authorised data disclosure forms, which establish their identity and the purposes for which they require the disclosure.
4.9 Copies of recorded images
Copies of tapes or digital images will only be made when required by law or for assistance in diagnosing faults in the system.
4.10 Rights of individuals
WMC is obliged to supply individuals (Data Subjects) with their personal data under the Data Protection Act 1988. Individuals wishing to access their personal information contained within CCTV images should contact WMC via the Minister or designated Property Steward.
4.11 Requests to view or copy images
Requests to view or copy CCTV images will be considered on a case-by-case basis by either the WMC Church Council or WMC Stewards and Resources. If access is denied, the reasons will be reported to the next Church Council meeting and recorded in the Minutes. A fee of £10 will be charged for processing.
5. Complaints and contacts
WMC are responsible for the operation of the CCTV system, and in compliance with this Policy, any concerns in respect of the system’s use or regarding breaches of compliance with this Policy should be sent to the WMC Church Council via the Minister or designated Property Steward who, in turn, will decide on the appropriate action to take.
6. This policy will be reviewed annually.
Social Media Guidelines
A healthy Christian community is a safe place of mutual care where all people feel valued, loved and respected.
These guidelines for engaging on social media reflect those values.
These guidelines apply to all content and comments posted to Whitefield Methodist and Oasis social media channels, and individuals are encouraged to adopt them for their own social media channels and personal social media engagement.
Why use social media?
The Methodist Church encourages the use of social media tools as a means of extending our engagement with people inside and outside the church. This includes…
Sharing our stories.
Engaging in conversations ‘where people are’.
Sharing, learning and encouraging.
Reaching those who cannot physically attend church.
Forming and deepening relationships locally and globally.
1. Consider the safety of yourself and others
Maintaining the safety of children, young people, and vulnerable adults is essential. Please read the Children and Youth social media and communications guidance for churches.
If you have a safeguarding concern, please inform your church safeguarding officer or district safeguarding officer.
Conversations on social media can sometimes develop into heated and pointless arguments. Be aware of the effect on yourself, and don’t feel you always need to engage. You can always ‘sign off’ from a heated conversation calmly, with something like ‘I think we’ll have to agree to disagree. Peace.’
2. Respect
Do not post or share content that is sexually explicit, inflammatory, hateful, abusive, threatening or otherwise disrespectful. Try to think of the effect on others who may see what you post.
3. Be transparent
Don’t mislead people about who you are, or use pseudonyms.
4. Be relevant
Don't add irrelevant comments to a social media post. Instead, engage in the conversation rather than broadcasting opinions.
5. Disagree with love
If you have a criticism, consider carefully the tone of your writing. If you are personally attacked, do not respond in kind. Being a Christian means that sometimes we must speak out and challenge injustice. But remember, when you need to point out something you think is wrong, there is a real and possibly vulnerable person at the receiving end of what you say.
6. Be careful when sharing content
Don’t share in haste. Please read the linked content thoroughly or watch a video to the end so you know exactly what you are sharing before you judge whether it is suitable.
7. Maintain confidentiality
If telling a story about someone else, ask yourself first, ‘Is this my story to tell?’ Please don’t reveal personal details about others without their explicit permission.
Our Responsibilities
Our social media channels will feature a variety of information from across the Methodist Church, Connexional Team, Methodist communities and our Partner organisations.
We're here to help in any way that we can, but we expect users to offer us the same level of courtesy that we offer them. We want our social media channels to be safe spaces and a place for healthy, open and insightful discussion, which is why we have a short set of house rules:
All users must comply with the relevant social media platform's terms of use as well as our own terms of use.
We will remove, in whole or in part, posts that we feel are inappropriate or discriminatory against any individual or group.
You are wholly responsible for any content you post, including content that you choose to share.
We will remove messages and/or disable comments (where function allows), including reporting and/or blocking users on our social media channels who post messages or leave comments that we believe are:
Abusive or obscene.
Deceptive or misleading.
In violation of any intellectual property rights, including copyright.
In violation of any law or regulation.
Spam and off-topic content, including persistent negative and/or abusive posts in which the aim is to provoke a response.
Promotional material, including links to external websites and promotions that are not relevant to the original post.
Anyone repeatedly engaging with us using content or language which falls into the above categories will be blocked and/or reported to the associated social media platform. We will not tolerate or respond to abusive messages.