Privacy Policy

last updated : November 2023

TOM's data responsibility

We process personal information and have adopted a Data Protection Policy, alongside which is this Privacy Notice which briefly tells you how we treat your personal information to ensure fair and transparent processing.

Our data processing is generally characterized by the fact that we only use personal data for specific purposes and legitimate interests. We process only personal information that is relevant and necessary for fulfilling the stated purposes and we will delete your data once it does not serve a specific purpose.

Contact information on the Data Controller

TOM is the Data Controller and we ensure that your personal information is processed in accordance with UK laws, specifically the General Data Protection Regulation (GDPR).

Contact person: TOM Global Administrator

Address: c/o Kairos Network Church, 2 Harlow Terrace, Harrogate, HG2 0PN, UK

Email: globaloffice@missionorder.org

Processing personal data

We handle the following personal information, which you voluntarily submit via our website upon enrolment in TOM, through signing up for an Exploration process or because you relate to us in some other way e.g., employed by us:

1)     Membership information:
General personal information:

·       Registration and contact information such as name, gender, type of membership, dates of membership transitions, nationality, address, registration date, phone number, date of birth, e-mail address, photo, and social media handles.

Sensitive personal information:

·       Financial Giving and Gift Aid status (if relevant), family information (name and age of any spouse and dependent children), ordained/non-ordained status, church affiliation and denomination, digitalized images for the purpose of promotion, your type in the Fivefold ministry (Ephesians 4), who introduced you to TOM, how you are presently associated with TOM, who is or who was your 'Accompanying Member', as well as other biographical details you have found relevant to provide us.

2)     Information about volunteers and employees

General personal information:

·       Some of the same information as 'membership information' above plus bank details and details of any previous pension scheme if relevant, start date, salary, job title, next of kin and contact details, career history/previous employment, qualifications obtained, membership of professional bodies, references and appraisals, national insurance number.

Sensitive personal information

·       Possible information about criminal offences (obtained through DBS Check where relevant), membership of a trade union.

Our sources of information

We receive and process the personal information that you provide for us when you fill in a form on our website. However, there may be cases where another Member of TOM has given us your basic contact details, however, we will not store these unless you confirm them.

We do not collect digital footsteps, such as cookies, from you on our website.

The purpose of processing your personal information

The Order of Mission processes your personal information for certain purposes when there is a legitimate reason.

1)     Purpose of processing Member information:

·       Membership management and maintenance by the Order.

·       Personal communication via email, phone, text message, social media, post.

·       Communication on what takes place in TOM - centrally and within the international network - through newsletters, social media, etc.

·       Recruitment, planning, implementation, and follow-up on Member’s activities

·       Using photos/images depicting a concrete activity or situation in the Order.

·       Supporting communication between Members.

·       Managing your relationship with us and your involvement in TOM.

·       Keeping data of historical value for statistics and the like.

·       Financial giving and Gift Aid (if relevant).

·       Obligations to any relevant legal requirements, including but not limited to, any allegation or complaint of a safeguarding nature.

2)     Purpose of handling information on volunteers and employees:

·       Handling the duties of volunteers and employees in the Order.

·       Obligations to any relevant legal requirements, including but not limited to, any allegation or complaint of a safeguarding nature.

·       Payment of salaries, allowances, refunds, and the like.

·       Managing your relationship with us.

Your information is only processed by employees or Trustees & Guardians in TOM.

Consent

When you join TOM or begin an Exploration process and fill in a Registration of Interest form, or fill in a contact form on our website, you give your active consent that we treat all the stated personal information about you for the stated purposes.

You can withdraw your consent at any time by notifying us at globaloffice@missionorder.org

Members can also manage their own information and permissions by logging into MyChurchSuite.

Use of your personal information

We do not disclose personal information to third parties for marketing or the like without your consent.

We may share your non-sensitive personal information with other Members of the TOM. By default, the Member login area MyChurchSuite makes a Member’s name, region, Member type and church visible to other members in the same Region only (e.g. Scandinavia). Members can choose to make other details visible to other members if they wish, including city/county/state, email address, home address and phone number. They can also choose not to be visible to others at all.

Members are sent annual reminders to log in to MyChurchSuite to check that the information we hold is correct and to check their privacy preferences.

Storage and deletion of your personal information

We keep your personal information as long as you are a Member or Explorer of TOM, are an employee or hold another role connected to us. We have different treatment and retention periods depending on whether we treat your personal information as a Member of the Order, as an unpaid leader or employee:

Members and unpaid volunteers:

We will keep your personal information for as long as you remain an Explorer, Member or volunteer within TOM. If you leave TOM then for practical and administrative reasons we will keep your personal information for a period of up to 12 months after which it will be deleted/destroyed.

Paid employees:

We are required to keep relevant information for a period of up to 5 years after the end of the financial year you cease employment with us, including wage and financial information.

The security of your data

TOM keeps your personal information to comply with UK law and your data will not be disseminated beyond your consent. All the systems which we use to store data are fully GDPR compliant. We use secure connections and have protocols for volunteers and employees to protect your data. In the case of backup of our information, it will always be encrypted. In case of a data breach on our systems, we will fully adhere to all protocols recommended by the Information Commissioner’s Office.

Your data protection rights

Under data protection law, you have rights including:

·       Your right of access - You have the right to ask us for copies of your personal information.

·       Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

·       Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

·       Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

·       Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

·       Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at globaloffice@missionorder.org if you wish to make a request.

Revision of privacy policy

We reserve the right to make changes to this privacy policy from time to time. Changes will be dated at the top of the privacy policy. The current privacy policy will be available on our website. In case of significant changes, you will be notified at the email address we have for you.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at globaloffice@missionorder.org

You can also complain to the ICO if you are unhappy with how we have used your data by contacting:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK

Helpline number: (+44) 0303 123 1113

ICO website: https://www.ico.org.uk