Privacy policy

The West Tone Benefice website is owned by the West Tone Benefice, which is a data controller of your personal data. We have adopted this Privacy Policy, which determines how we are processing the information collected by the website, or given to us by yourself or others. We take care of your personal data and undertake to guarantee its confidentiality and security.

What information we collect, use, and why

When you visit the West Tone Benefice website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the site, we collect information about the individual web pages you view, what websites or search terms referred you to the site, and how you interact with the site. Moreover, through the website or other means, we might collect the personal data you provide to us, to provide our service to you, to keep you updated about that service, to receive donations and to organise fundraising activities. For example, this may include the following:

Names and contact details
Address
Correspondence
Date of birth
Gender
Next of kin details
Photographs or videos
Information about your care or support needs
Marketing preferences
Payment or banking details and donation history
Tax payer information (for Gift Aid purposes)

Lawful bases and data protection rights

Under UK data protection law, we must have a lawful basis for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
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.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the details on the Contact page.

Our lawful bases for the collection and use of your data

Our lawful base for collecting or using personal information to provide our service to you, to keep you updated about that service, to receive donations and to organise fundraising activities is by consent. We have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. We may also receive personal information about you from your family members or friends, or other care and support providers.

Links to other websites

Our website may contain links to other websites that are not owned or controlled by us. Please be aware that we are not responsible for such other websites or third parties' privacy practices. We encourage you to be aware when you leave our website and read the privacy statements of each website that may collect personal information.

How long we keep your information and who we may share it with

We store personal information until such time as we have no reasonable grounds to retain it, or until you ask us to delete it. We may share your information to other organisations if required by law.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using our details on the Contact page. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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

Helpline number: 0303 123 1113

Website: www.ico.org.uk/make-a-complaint

Last updated 10 December 2024

Social Media, Photography & Digital Communications Policy

Purpose

This policy establishes guidelines for the appropriate and respectful use of social media, photography, and wider digital communication within the parish churches of the West Tone Benefice. Its purpose is to support the mission of the church, protect our congregations, and foster a safe and inclusive community.

Social media sites enable users to create and share content and keep in touch with other users. This may include maintaining a profile on a networking site such as Facebook, Twitter, Instagram, or Snapchat, messaging others, or commenting on official posts.

For many, especially young people, using social media is an extension of physical face-to-face relationships. It is therefore important that churches also engage with their community and worshippers through these platforms. However, this must be done safely to avoid the risk of:

Forming inappropriate relationships
Saying things you should not, such as offensive, sexual or suggestive comments
Blurring the boundaries between public ministry and private life
Grooming and impersonation
Bullying and harassment

Scope

This policy applies to:

Church staff
Volunteers
Ministry leaders
Congregants representing the church
Anyone writing on official church channels

Following the introduction of the Online Safety Act 2025 the West Tone Benefice will not set up or manage any web forums or message boards.

The role of the PCC

The PCC must approve the use of social media and mobile phones by the church. Where there are Facebook or similar online groups set up on the church’s behalf, the PCC must ensure there is a named person to whom all who are responsible for using them are accountable.

The named person must be a church officer and should be aware of the account name and password so that they can at any time log on to the account to monitor the communications. The named person should be proactive in fulfilling this role.

Church officers remain bound by professional rules of confidentiality. However, where there is concern that a young person or adult is at risk of abuse, or they themselves pose a risk of abuse to others, safeguarding procedures must always be followed.

The named persons at the West Tone Benefice include:

The incumbent: Revd Andy Barton
The Benefice Safeguarding Officer: [tbc, the role is currently covered by the incumbent]

Guidance for church officers

Only use an approved church ministry account to communicate with children, young people and/or vulnerable adults.

The named person should be able to access this and review conversations, and any social media accounts should be visible to both young people and their parents.

Avoid private one-to-one private communication with children, young people and/or vulnerable adults online.

Social Media Policy

General guidance

Maintain the upmost integrity – honesty, transparency, consistency and accountability are key. Treat online communication as you would communication that is face to face. Always maintain the same level of confidentiality.

Assume that everything you write is permanent and may be viewed by anyone at any time; and that everything can be traced back to you personally as well as to your colleagues or the church.

Do not say anything on social media that you would not be happy saying in a public meeting, to someone’s face, writing in a local newspaper or on headed notepaper.

Report any safeguarding concerns that arise on social media to the Benefice Safeguarding Officer and the Diocesan Safeguarding Advisor. Save and download to hard copy any inappropriate material received through social networking sites or other electronic means and show immediately to the named person, Benefice Safeguarding Officer, incumbent or, if appropriate, Diocesan Safeguarding Adviser.

Official Church Accounts

Only authorised staff or approved volunteers may post on behalf of the West Tone Benefice. Posts may include announcements, inspirational content, event recaps, community outreach, and scripture.

All content should reflect Christian values, demonstrating kindness and respect, particularly when involving controversy or divisive topics.

Use clear and unambiguous language in all communications and avoid abbreviations that could be misinterpreted.

Do not include content or share links to other sites that contain:

Libellous, defamatory, bullying or harassing statements
Breaches of copyright and data protection
Material of an illegal nature
Offensive sexual or abusive references
Inappropriate language
Anything which may be harmful to a child, young person or vulnerable adult, or which may bring the church into disrepute or compromise its reputation

Personal Use

Church staff and volunteers are encouraged to represent the church positively online, both on any official church accounts and their own personal ones.

Draw clear boundaries around your social media usage in your private life and your use of different social media for public ministry. Keep church accounts and profiles separate from your personal social media account.

Do not use a personal Facebook or any other social media account in your work with children, young people or vulnerable adults.

When expressing personal opinions, make it clear you are not speaking on behalf of the church.

Do not engage in online arguments or comment threads that could reflect poorly on the church or Christian witness.

Moderation & Comments

The church reserves the right to remove any comments on its official pages that are:

Offensive or disrespectful
Spam or promotional
Politically charged or divisive
In any way a violation of this policy

Photography and Videography Policy

General Guidelines

Photos and videos may be taken during services, events, or church activities to promote ministry work and celebrate the life of the church.

Media may be used on the church website, social media, bulletins, slideshows, and other promotional materials.

Consent

Reasonable notice will be given at events and gatherings informing attendees that the church may being taking photographs and video. Individuals may opt out by contacting welcome@westtone.org.uk

Always ask parents/carers for written consent to:

use and store photographs of children/young people from activities or events in official church publications, or on the church’s social media, website and displays
use messaging services to communicate with young people

Respect and sensitivity

Avoid capturing or sharing images of individuals in vulnerable moments (e.g. during private prayer or pastoral care).

If someone requests their photo not be shared or asks for it to be removed, the church will honour that request promptly.

Live Streaming

Services and events may be live streamed on platforms such as Facebook, YouTube, or the church website.

Camera placement will aim to minimise identifying close-ups of the congregation where possible.

Violations

Violations of this policy by staff or volunteers may result in disciplinary action, including removal from media roles.

Content found to be inappropriate will be taken down by the church leadership.

Policy Review

This policy will be reviewed annually and updated as needed to reflect best practices in digital ministry and communication.

Contact

Questions or concerns regarding this policy can be directed to:

Revd Andy Barton, Priest-in-Charge West Tone Benefice
welcome@westtone.org.uk
07795 699737

In addition, any of the churchwardens can be approached. Their contact details can be found here.

Last updated 20 August 2025