Privacy Notice




Ferniehill Evangelical Church of Edinburgh
(charity Ref  SC014446)

The General Data Protection Regulation was introduced on Friday 25th May 2018.  As a result, we have published a new Privacy Notice to make it easier for you to find out how we use and protect your personal data with Ferniehill Evangelical Church (FEC).  The new legislation strengthens your data protection rights and the Privacy Notice makes sure that we continue to comply with privacy law and regulation.


1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).


2. Who are we?

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


3. How do we process your personal data?

FEC complies with its obligations under the “GDPR” 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.

We use your personal data for the following purposes: -

  • To administer membership records;
  • To manage our employees and volunteers;
  • To administer and send email reminders of rota duties;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, events, activities and services running at FEC;
  • To publicise news, events, activities and services via church website and/or social-media;
  • To contact parents/carers in an emergency;
  • To administer PVG applications and certificates;
  • To administer Food Health & Safety certificates;
  • To administer website login credentials;
  • To distribute a prayer-share email bulletin;
  • To administer pastoral care to those in the church;
  • To manage missionaries’ contact and administer financial support;
  • To administer church bookings;
  • To perform and manage pastoral duties;
  • To manage maintenance and repair work of the church premises;
  • To provide sermon recordings to the general public;


4. What is the legal basis for processing your personal data?

  • Processing is necessary for carrying out legal obligations, such as in relation to Gift Aid, employment, protection and welfare of individuals;
  • Legitimate Interest in conducting and managing our activities to enable us to give you the best church community, events and services. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services.
  • Protect the vital interests of you or another person, for example, in pastoral situations;
  • Processing is carried out by a not-for-profit body with a religious aim provided: -
    • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.


5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the church with your consent or where it provides a specific service to FEC (e.g. website administration) whilst meeting a valid legal basis for processing your personal data.


6. How long do we keep your personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.  In general, we will only keep your personal data while you remain involved with FEC, unless we are legally obligated to retain this information for a longer period.


7. Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of your personal data which FEC holds about you;
  • The right to request that FEC corrects any personal data if it is found to be inaccurate or out of date; 
  • The right to request your personal data are erased when it is no longer necessary for the FEC to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable);
  • The right to lodge a complaint with the Information Commissioners Office (see details at end of document); 


8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.


9. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact Ferniehill Evangelical Church, 19 Ferniehill Road, Edinburgh, EH17 7AA or Email:

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.