As a Church Rep, you are the face of Christian Aid in your local community. Whether you organise collections in your own church, or work with other local churches to campaign against global injustice, you are playing a vital role to encourage others to support our work to end poverty, through giving, acting and praying. Thank you for everything you do.
In your role as Church Rep, you may hold data (information) on Christian Aid supporters. This could be, for example, the names and addresses of your collectors. As a Christian Aid Church Rep, you’ll need to take some simple steps to ensure any data you have is kept safe.
We have provided some forms which will help you when recording permissions or organising events.
How do I know if I hold data?
Data protection covers any personal information about an individual. For those you phone, email or post information to about Christian Aid you are most likely to have names, address, contact number and email address.
When do I need to take action?
What you need to do with your data will depend on what you do for Christian Aid.
If you are organising an event within your own church, and contacting church members as you would normally do for an event in your church then you can continue as normal. Examples might be a coffee morning, soup lunch, collection or announcement during a service.
If you are working within your own church, but are collecting and holding data, or organising an event Christian Aid has asked you to hold, you will need to make sure you follow our guidelines (below). Examples may be collecting details of house to house collectors, using sponsorship forms, or running an exhibition with Christian Aid staff.
If you are working with people from other churches or those outside of your own church you will also need to make sure you follow our guidelines (below). Examples may be working in a Christian Aid group or running a joint event with a local church.
What steps should I follow?
If you do need to follow the new guidelines please make sure you:
1. Ask whether people want to receive emails and phone calls about Christian Aid
Before you email or phone anyone about Christian Aid, please ask them whether they are happy for you to do this. This includes collectors and people who help at your events, even if you’ve called or emailed them about Christian Aid previously.
You don’t need to do this for church leaders and staff, so long as you are contacting them via their church email/ phone address rather than a personal one.
2. Record information and keep this safe
Please record contact details, what event they took part in and their agreement to be contacted. Please keep this securely, and don’t keep copies of the data elsewhere. If you wish to keep your data on your computer, we have a downloadable form (see below). We recommend that you password protect this – instructions are on the form.
3. Keep supporter details securely
Anything with Christian Aid supporter contact details on should be stored securely, for example in a locked filing cabinet. This includes Gift Aid slips, campaign petition sheets and sponsorship forms before they are sent to Christian Aid, as well as your records of contact details.
4. If someone tells us that they would no longer like to receive emails, calls or mail from Christian Aid, please ask them to contact us
Ask them to get in touch with their local office or call 020 7523 2493. You will also need to stop emailing/ calling/ mailing them as well.
Please use these resources to help you when you need to record permissions or take details for events. When you use these resources please make sure that they are kept securely.
Why do I have to ask for permission from people I have known/been working with for a long time?
We want to be really clear that the people you’re communicating with are happy to hear about Christian Aid. If someone made a complaint about email/ phone calls they didn’t want, we’d need to be able to prove that they had previously said it was ok by referring to when and how they gave consent.
Does this include contacting church leaders/staff?
You don’t need permission to contact church leaders and staff, so long as you are contacting them via their church email/ phone address rather than a personal one.
If I already have an email from a volunteer about Christian Aid, do I still need to ask their permission to use it?
If someone has emailed you about Christian Aid, you’re allowed to respond specifically to the contents of their email without further permission. But if you wanted to email them about something else, eg an invitation to a Christian Aid Week event, you would need their permission.
What should I do if someone refuses to give me permission to email/ phone them?
Please don’t email/ phone them. You can still talk to them about Christian Aid face-to-face.
Where can I go for more information?
If you have more questions, please contact your local office