ECMI Privacy Notice
European Christian Mission International (known as “ECMI”) attaches great significance to both protecting and using appropriately the personal data you give to us in order that together we may serve the Church and share the Good News of Jesus Christ amongst the peoples of Europe.
ECMI is committed to keeping your personal data safe and treating it confidentially as required by UK legislation, including the General Data Protection Regulations and the Data Protection Act (2018). You can exercise your rights including requesting that ECM changes or remove your details at any time.
Who are we?
ECMI is the working name for European Christian Mission International. European Christian Mission International is a charitable company registered in England and Wales with registered number 3341959. It is registered as a charity in England and Wales with charity number 1064037.
ECMI is registered with the Information Commissioner’s Office (ICO) as a data controller, registration number ZB010525. You can find out more about our registration here, including a list of all data related activities that we have registered with the ICO.
ECMI’s registered address is City Works, Alfred Street, Gloucester GL1 4DF, UK.
For further information about our privacy notice and data protection, or to exercise one of your rights, please contact us by:
- Telephone on 01452 901714
- Emailing: firstname.lastname@example.org
- Writing to our data protection team at European Christian Mission International, City Works, Alfred Street, Gloucester GL1 4DF, UK
What personal data do we collect and where do we collect it from?
Personal data is any information that can be used to identify you. For example, it can include your name, email address, postal address, telephone number, mobile telephone number, bank account details, credit/debit card details, and whether you are a taxpayer so that we can claim Gift Aid on any donations you may make. It also includes Internet Protocol (IP) addresses (the location of the computer on the internet), details of pages visited on our websites and files downloaded.
We ask for your personal data whenever you engage with us. This may be as a supporter (in prayer, financially or in other ways), ECMI member, staff, volunteer, subscriber to news and information, attendee at an ECMI organised event, supplier or contractor, or someone else with a stated interest in our work.
Collecting personal data helps us to keep in touch, based on your stated preferences, and to provide you with relevant and timely information. We never share your details with third parties outside of ECMI’s contractual relationships, which includes our processors and other ECM offices. Please see the section “Who has access to your personal data and how do we keep it safe?” below for further details about how and where your data is stored.
Automatically collected information
We automatically receive certain types of information whenever you interact with us on our sites and in internal e-mail correspondence. Automatic technologies we use may include, for example, Web server logs/IP addresses, cookies and Web beacons.
Web Server Logs/IP Addresses. An IP address is a number assigned to your computer whenever you access the Internet. All computer identification on the Internet is conducted with IP addresses, which allows computers and servers to recognise and communicate with each other. ECM International collects IP addresses in order to conduct site analysis and Web site performance reviews.
Web Beacons. On certain Web pages or e-mails, ECMI may use a common Internet technology called a “Web beacon” (also known as an “action tag” or “clear GIF technology”). Web beacons help analyse the effectiveness of Web sites by measuring, for example, the number of visitors to a site or how many visitors clicked on key elements of a site.
How do we use personal data?
ECMI is extremely careful with the collection, storage, and processing of personal data you provide. We use it for the following purposes:
- To keep you informed about our work and the work of the ECM offices and ministries around the world
- To inform you of relevant events that we organise or that we feel you may be interested in
- To process your requests for resources or information about ministry opportunities
- To provide you with a receipt and acknowledgement of donations
- To track your engagement with us as an ECM member, staff, volunteer, subscriber to news and information, attendee at an ECMI organised event, supplier or contractor, or someone else with a stated interest in our work.
- To keep a record for any lawful purpose
What is our lawful basis for processing data?
We rely on a variety of lawful bases for processing data depending on the purpose of the processing being undertaken.
We use a contractual basis for processing data relating to
- Staff and volunteers’ employment applications and engagement
- Members applications and engagement
- Event attendees
- Payments of invoices, expenses and other authorised amounts
We rely on legitimate interests for a variety of purposes. Legitimate interest is about balancing the interests of ECMI against your rights and freedoms and having due regard to your reasonable expectations about the use of your data. These purposes include:
- Mailing you information related to your subscription to prayer bulletins and newsletters, and about related resources and events that you might be interested in, given your previous communications and attendance
- Acknowledgment and thanks for donations received
We rely on consent for all email marketing communications such as prayer bulletins, newsletters and conference/event invitations; every email you receive provides a clear opportunity for you to opt out or alter your communication preferences.
We use compliance with a legal obligation as the basis for processing any legally required activities such as:
- Financial records
- Contracts and agreements with suppliers and other professional advisers
- Companies House and Charity Commission information and returns
- Gift Aid returns to HMRC
- Health and safety records
Who has access to your personal data and how do we keep it safe?
ECMI is committed to keeping your personal data safe. All members, staff and volunteers are fully briefed on ECMI’s data protection policies and procedures relevant to their role, and regular training is given. ECMI workers only have access to data that they need to be able to carry out their duties.
Where you or we have provided a password enabling you to access the ECMI Hub, it is your responsibility to keep this password confidential. Please don’t share your password with anyone, and if you think anyone else has gained access to your password, please change it or let us know as soon as possible.
Transferring your information outside of Europe
The website for ECMI at https://www.ecmi.org/en/ is controlled by ECM Netherlands and based in the Netherlands. When you sign up to receive information via the Contact Us page (https://www.ecmi.org/en/contact-us), the data you provide, and any subsequent correspondence is stored on servers within the Google Workspace environment. We have a contract with Google, the data controller for every ECMI email address at the domain of ecmi.org. However, you should be aware that under the terms of our contract with Google we have no control over the location of storage where data is dispersed outside of the EEA between a number of different servers. These countries may not have similar data protection laws to the UK.
However, we will ensure that your privacy continues to be protected as outlined in this privacy notice and in accordance with our legal obligations under applicable data protection legislation. By submitting your personal data to us you agree to this transfer, storing or processing at a location outside the EEA.
Payment by credit or debit card
If you use your credit or debit card to donate to us, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. Only the last four digits of any card details entered will be visible to authorised ECM users. All transactions online are processed through Stripe, which is PCI DSS compliant
We hold bank account details for the purpose of administering standing order and direct debit transactions.
Sharing your information
ECMI never sells, rents or leases personal data. Nor do we exchange any personal data with other organisations outside of other ECM offices for their own use.
ECMI may disclose your personal data to third parties who provide a service to us as data processors. These include:
- Professional services – Anthony Collins (solicitor), Stewardship UK (Independent Examiner)
- IT services – Procurios b.v., Netherlands (hosting of website and CRM database), Intuit (Quickbooks accounting systems), Google Workspace (Email hosting services).
- Individual specialists under contract to provide personal support services
These data processors have access to personal data needed to perform their functions but may not use it for other purposes. We require these third parties to comply strictly with our instructions and data protection laws and will make sure that appropriate controls are in place.
We may also disclose your personal data where we are under a duty to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to our website or other applicable terms and conditions) or to protect ECMI (for example in cases of suspected fraud or defamation).
How long do we keep your personal data for?
Locally Managed and Stored Data
We have a retention policy for every personal data set. We will retain your personal data on our digital systems or in paper form for as long as is needed to fulfil the purpose for which we hold the data, or as long as is required by law for the relevant activity.
Where your data is no longer required, we will ensure that it is disposed of in a secure manner.
If you request that we stop sending you information (your right to object), we will keep the minimum amount of personal data needed to enable us to comply with your request not to be contacted by us. If you exercise your right to erasure, we will delete all your personal data that we are not obliged to keep by law.
Data Managed and Stored by Other ECM Offices
As already detailed in this privacy notice, some personal data sets are necessarily transferred to systems which are controlled by other ECM offices, protected in accordance with the terms of this privacy notice. However, since the retention requirements for personal data on those systems also need to conform to those of other jurisdictions, the retention policy for those systems may differ from ECMI’s retention policy referred to in the section above.
What are your rights and how can you exercise them?
Under GDPR and the Data Protection Act (2018) you have a number of rights over your personal data and how we use it. You have the following rights:
- Informed – this privacy notice
- Access – you may request a copy of the data we hold about you and details of the purposes for which we process your data (known as a Data Subject Access Request)
- Rectification – update or amend the data we hold about you if it is wrong, change your communication preferences at any time or withdraw your consent to use of your personal data where we are relying on consent as the legal ground for processing it
- Erasure – ask us to remove your personal data from our records
- Restrict processing – ask us to restrict the processing of your personal data
- Data portability – obtain a portable copy of certain personal data where this is processed automatically
- Object – object to the processing of your data for marketing purposes
- Related to automated decision-making including profiling – ask us to explain any automated processing we carry out and the impact of this on you
If you wish to exercise any of these rights, please contact us in any way listed in the ‘Who are we’ section at the start of this privacy notice. We may ask for reasonable proof of your identity before providing you with data or carrying out any of the above actions.
To change your communications preferences, you may find it easier to use the link where these exist in the emails we send or update your details using the Contact Us page on the ECMI website identified above.
Your use of this web site hosted by European Christian Mission International (referred to as "ECM") is subject to the following terms and conditions:
Copyright and Trademarks
All materials on this web site are the copyright of ECM or are reproduced with permission from other copyright owners. All rights are reserved. The materials on this web site may be retrieved and downloaded solely for personal use. No materials may otherwise be copied, modified, published, broadcast or otherwise distributed without the prior written permission of ECM.
ECM makes no warranties or representations of any kind concerning the accuracy or suitability of the information contained on this web site for any purpose. ECM makes no warranties or representations of any kind that the services provided by this web site will be uninterrupted, error-free or that the web site or the server that hosts the web site are free from viruses or other forms of harmful computer code. In no event shall ECM, its workers or agents be liable for any direct, indirect or consequential damages resulting from the use of this web site. This exclusion and limitation only apply to the extent permitted by law and are without prejudice to any express provisions to the contrary in any written license or agreement from ECM in respect of the use of any online service provided via this web site.
Links to other web sites are provided by ECM in good faith and for information only. ECM disclaims any responsibility for the materials contained in any web site linked to this site.
Unauthorised access to this web system is forbidden. Your use of this web site is subject to your agreement not to in any way compromise it or the system it is built on.
Changes to this Privacy Notice
ECMI reserves the right to make changes to this privacy notice and its associated policies at any time and we recommend that you review this notice periodically for updates.
Last revised on 18th February 2022
European Christian Mission International
City Works, Alfred Street,
Tel: +44 1452 901714