Privacy Policy

Gateway Community Church

Effective date: 15 May 2026 | Next review: 15 May 2027

1. Who We Are

Gateway Community Church (“GCC”, “we”, “us”, “our”) is a Christian church based in Gants Hill, Ilford, Essex, serving the London Borough of Redbridge and the wider East London and Essex area. GCC operates under the umbrella of The Petra Foundation, a registered charity in England and Wales.

  • Data Controller: The Petra Foundation, registered charity number 1002165.
  • Data Protection Lead: Michael Jarrett.
  • Administrative Address: 77 Woodford Avenue, Gants Hill, Ilford, Essex, IG2 6UX. (Note: Our services are held at Gants Hill United Reformed Church, Woodford Avenue, but all administrative correspondence must be sent to our administrative address).
  • Contact for Data Requests: privacy@gatewayuk.cc

This policy explains what personal data we collect about you, how we use it, who we share it with, how long we keep it, and the rights you have under UK data protection law.

2. What Data We Collect

We collect personal data through the forms on our website, physical cards filled out in person during our services, and through your direct contact with us. The data we collect depends on the service you use:

  • Exploring Faith Registration Form: Full name, email address, phone or WhatsApp number (optional), how you heard about the course, and any questions or comments you submit.
  • Connect / Prayer Request Form: Name, email address, mobile telephone number (optional), and the content of your prayer request or message.
  • Physical Visitor Cards: Name, email address, and optional phone number, alongside specific communication preference tick-boxes.
  • Donations: Donations made via our website are processed securely through PayPal. PayPal provides our finance team with the donor’s name, email address, and donation amount. If you complete a Gift Aid declaration, we also collect your physical address. We do not collect or store your payment card details. Please see PayPal’s own privacy notice for details of how PayPal handles your data.
  • Direct Contact: If you contact us by email, telephone, post, or in person, we may keep a record of that correspondence and any information you choose to share with us.

3. Lawful Basis for Processing Your Data

Under UK data protection law, we need a lawful basis to process your personal data. The bases we rely on are:

  • Consent: Where you have ticked a box or otherwise actively agreed (for example, when submitting an Exploring Faith registration form, a physical visitor card, or a prayer request).
  • Legitimate Interest: Where it is reasonable for a church to respond pastorally to people who have contacted us, and where this does not override your rights and freedoms.
  • Legal Obligation: Where we are required by law to retain certain records (for example, Gift Aid declarations and donation records for HM Revenue & Customs tax purposes).

Special Category Data (Religious Beliefs):

Because processing prayer requests and church connection forms inherently reveals religious beliefs, we process this sensitive data under Article 9(2)(d) of the UK GDPR (processing carried out in the course of legitimate activities by a not-for-profit religious body) or on the basis of your Explicit Consent.

4. How We Use Your Data

We use the personal data you provide for the following purposes:

  • To respond to your enquiry, prayer request, or registration of interest.
  • To send you information about the specific event, course, or service you have asked about (for example, confirming an Exploring Faith session date and location).
  • To pray for you, where you have submitted a prayer request.
  • To process and acknowledge your donation, and to manage Gift Aid declarations where applicable.
  • To keep records of our correspondence with you, so that we can respond consistently and pastorally.

We will not use your data for any purpose you have not been told about. We do not sell, rent, or trade your personal data to anyone.

5. Who We Share Your Data With and International Transfers

We share your personal data only with the following parties, and only as needed to provide the services you have requested:

Service Providers (Data Processors):

  • 123-Reg: Our website hosting provider, based in the United Kingdom. Hosts the website and email infrastructure where your form submissions are received.
  • PayPal: Processes online donations. PayPal acts as a separate data controller for the payment data it collects from you directly. Notifications are securely routed to finance@gatewayuk.cc.
  • Zoom Video Communications: Used for online sessions (including some Exploring Faith groups). If you join a Zoom session, Zoom collects technical data about your participation in accordance with its own privacy policy.

International Data Transfers: Some of our third-party processors (such as PayPal and Zoom) are headquartered in the United States. Where data is transferred outside the UK, we ensure that appropriate safeguards are in place (such as the UK Extension to the EU-US Data Privacy Framework or International Data Transfer Agreements) to guarantee your data remains protected to UK standards.

We do not share your personal data with any other third parties unless we are required to do so by law (for example, in response to a regulatory or law enforcement authority).

6. Children’s Data

Our services and contact forms are directed at adults. We do not currently collect or store personal data relating to children under the age of 13. If you are a parent or guardian and become aware that your child has provided us with personal data without your consent, please contact our Data Protection Lead at privacy@gatewayuk.cc, and we will take immediate steps to delete that information.

7. How Long We Keep Your Data

We keep your personal data only for as long as is necessary for the purpose it was collected. Our standard retention periods are:

  • Exploring Faith Enquiries: Two years after our last contact with you, after which we will delete your details unless you have asked us to keep in touch.
  • Prayer Requests and Connect Form Submissions: 90 days after submission, unless ongoing pastoral contact is in place.
  • Physical Visitor Cards: Destroyed securely via shredding immediately once the information has been digitised into our secure database.
  • Donation Records and Gift Aid Declarations: At least six years, as required by HM Revenue & Customs.
  • General Correspondence: One year, unless the matter is ongoing.

8. Cookies and Website Analytics

Our website uses cookies that are necessary for the site to function. We do not currently use advertising cookies or third-party tracking. If we add website analytics in the future, we will update this policy and ask for your consent where required.

9. Your Rights Under UK GDPR

You have the following rights in relation to the personal data we hold about you:

  • Right of Access: To ask for a copy of the data we hold about you.
  • Right to Rectification: To ask us to correct data that is wrong or incomplete.
  • Right to Erasure: To ask us to delete your data (“the right to be forgotten”).
  • Right to Restrict Processing: To ask us to limit how we use your data.
  • Right to Object: To object to certain uses of your data, particularly where we rely on legitimate interest.
  • Right to Withdraw Consent: Where our use of your data is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at privacy@gatewayuk.cc. We will respond within one month.

10. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at privacy@gatewayuk.cc so that we can try to put things right.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113 | Website: ico.org.uk

11. Changes to This Policy

We review this policy at least once a year. If we make significant changes, we will update the effective date at the top of this document and, where appropriate, notify you directly.

12. How to Contact Us

For any questions about this policy, or to make a request relating to your personal data:

  • Email: privacy@gatewayuk.cc
  • Post: Michael Jarrett, Gateway Community Church, 77 Woodford Avenue, Gants Hill, Ilford, Essex, IG2 6UX.

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