Privacy Policy

EQUIPPING CHRISTIAN LEADERSHIP IN AN AGE OF SCIENCE PRIVACY NOTICE

Equipping Christian Leadership in an Age of Science (ECLAS) is a research project based at St John’s College, Durham University. St John’s is registered under the Data Protection Act and is committed to protecting your personal information. St John’s (incorporating Cranmer Hall) is a recognised College of Durham University and has a Data Sharing Agreement with the University. St John’s College follows the data protection, records management and information security policies of the University. Most of the personal information we store will have been obtained directly from you; some of the data may also have been obtained from publicly available sources. All data is held securely and in accordance with the Data Protection Act 1998, the General Data Protection Regulation, and the Data Protection Act 2018. You may also wish to consult the University’s Privacy Notice.

Data Controller
St John’s College, Durham Ltd is the Data Controller

Overview
ECLAS supports a community of stakeholders (senior church leaders, leaders of para-church organisations, scientists, researchers, policy-makers, and advocates) related to the research, engagement and outreach activities pursued by ECLAS. In order to deliver all of the related products, services and opportunities in a bespoke manner and to ensure each individual and constituency receives relevant information, the ECLAS team at St John’s College processes personal data of stakeholders. This helps to ensure that you are getting the best contact available for your purposes.

Types of personal data collected and held by St John’s College
The types of personal data collected through the ECLAS project and held by St John’s College include:

  • Name, title, and job title;
  • Email address and phone number;
  • Bank details, where you are the recipient of a grant administered by ECLAS;
  • Dietary and access requirements, for the purpose of conference attendance;
  • Religious affiliation.

Legal Basis
When processing your personal data St John’s College relies on a combination of Consent, Contract, Legal Obligation or Legitimate Interests as the legal basis under the GDPR. Where the College relies on Legitimate Interest you have the right to object to your data being processed for the purposes stated (see section entitled ‘How to object to St John’s College processing your personal data’ below). However, if the College stops processing data for the stated purposes this may impact our ability to undertake certain activities that you have asked us to undertake. If this is likely to happen, we may refer back to you to obtain clarification that this is what you intend. The Legitimate Interests that are being pursued in the processing of personal data are:

  • To establish, maintain and enhance our relationship with senior Christian leaders in the pursuance of a mutually beneficial partnership that benefits the church and ECLAS’ research aims.

Processing Activity

Processing Activity Legal Basis
Processing your email sign-up form Consent
Creating your record in our relationship management system Legitimate interest

 

Event registration and management Contract and consent
Contacting you about surveys and other research opportunities Consent and legitimate interest
Analysis of visits to our website www.eclasproject.org Legitimate interest

 

Analysis of the effectiveness of our email communications Legitimate interest

 

How personal data is stored by St John’s College
Personal data is stored in Google Drive. Sensitive personal data is stored on the Durham University IT system in a password-protected document. Access to personal data is restricted to the staff in the ECLAS team.

The quarterly ECLAS email newsletter is managed via a third-party service called Mailchimp and email addresses for the purpose of sending out the newsletter are stored only within that system. Recipients can unsubscribe at any time.

All University employees, contractors and volunteers that are given access to personal data receive mandatory data protection training and have a contractual responsibility to maintain confidentiality.

How personal data is processed by St John’s College
We process your data in order to:

  • Promote and administer events and grant programs;
  • Send news and updates;
  • Perform research, such as surveys and interviews.

Who St John’s College share personal data with

Personal data is shared with third party organisations in a limited number of instances. Where relevant, it is shared with other members of the ECLAS team employed by the University of York.

St John’s College may share personal data with third party organisations which carry out contracts on behalf of the University or the College (such as a venue hosting an event). St John’s College will only share personal data that is relevant and proportionate.

Personal data is never sold on to third parties.

How long personal data is held by St John’s College
We will retain data for the length of the current ECLAS project phase plus an additional three years (i.e. data collected April 2023-Dec 2027 will be retained until Dec 2030). If we receive funding for another iteration of the project and remain in or renew contact with you during that phase, then we will retain your data for the length of the new project phase plus an additional three years. You can request that we delete your personal data at any time.

How to object to St John’s College processing your personal data
St John’s College processes your personal data for the legitimate business interests set out in this notice. Individuals have the right to object to the College processing their personal data for any or all of the purposes set out in this Privacy Notice; they may do so at any time. To exercise this right, please email eclas.admin@durham.ac.uk giving clear details of the processing activities and/or types of personal data to which your objection applies (see sections above for descriptions).

In line with the Privacy and Electronic Communications Regulations (PECR), you have the opportunity to select how you would like to receive communications from us by indicating your preference of email, telephone or letter in writing to us, and if you do not wish for us to hold any information about you at all, you have the right to request that we remove your information from our records. We will seek your consent for electronic and telephone communications. You may withdraw this consent at any time.

Making a complaint
If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at https://www.ico.org.uk/

Access to personal information
You have a right to request copies of the data held about you by St John’s College. Should you object to the holding of your data by St John’s College, the use of your data for any or all of the above purposes, or should you wish to amend the type of communications you receive or the way in which St John’s College contacts you, please contact Eclas.admin@durham.ac.uk

Visitors to our websites
When someone visits www.eclasproject.org we may use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting these websites. If we do want to collect personally identifiable information through our websites, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 03 April 2023.

Further Information
If you have any questions which you feel have not been covered by this Privacy Notice, please do not hesitate to email us or write to:

ECLAS team
St John’s College
Durham, DH1 3RJ

eclas.admin@durham.ac.uk

 

This page was last reviewed in April 2023.