1. Who we are
This website is operated by The AFM-Kettering Assembly (Oasis of Life) (“we”, “us”, “our”), a registered church located at [CHURCH ADDRESS, KETTERING, POSTCODE]. Our website provides information about the rooms we hire out for meetings, events, training, and community use, and allows visitors to enquire about and book those rooms.
For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 — The AFM-Kettering Assembly (Oasis of Life) is the data controller for the personal information described in this policy.
Contact for data protection matters:
- Email: [PRIVACY EMAIL]
- Phone: [PHONE]
- Post: [CHURCH ADDRESS]
2. What this policy covers
This policy explains what personal information we collect when you visit our website or send us a room-hire enquiry, how we use that information, who we share it with, how long we keep it, and the rights you have over it.
It also explains how we use cookies and similar technologies, and what choices you have about them.
3. Information we collect
We collect personal information in two main ways: information you give us directly (for example, through our enquiry form or by emailing us) and information collected automatically when you use the website.
| Information | Why we collect it | Lawful basis (UK GDPR) |
|---|---|---|
| Name | To address you personally and link your enquiry to any follow-up booking. | Legitimate interests / steps prior to entering a contract |
| Email address | To reply to your enquiry and send booking-related information. | Legitimate interests / steps prior to entering a contract |
| Contact phone number | To contact you quickly about availability or booking details. | Legitimate interests / steps prior to entering a contract |
| Enquiry message / booking details | To understand what you need — room, date, number of attendees, purpose — and to provide a quote or confirm availability. | Legitimate interests / contract |
| Technical data (IP address, browser type, pages visited) | Collected automatically by our website, hosting provider, and analytics tools for security and to understand how the site is used. | Legitimate interests / consent (analytics) |
We do not knowingly collect information from children under 13. If you believe a child has submitted information through our site, please contact us so we can remove it.
4. How we use your information
We use the information above to:
- Respond to your room-hire enquiries, usually within one working day.
- Provide quotes, confirm availability, and send booking details.
- Pass your details to our booking management system (ChurchSuite) so your booking can be created and managed.
- Keep records of bookings, payments, and communications for our own administration and accounting.
- Protect the site against spam, fraud, and misuse.
- Improve our website and the information we provide about our spaces.
We do not use your information for automated decision-making or profiling, and we do not sell your personal information to third parties.
5. Who we share your information with
We only share your personal information where necessary to deliver our services or meet legal obligations. The main recipients are:
- ChurchSuite — our booking and church management platform. When you make a booking enquiry, your contact and booking details are stored in ChurchSuite. If you use the embedded booking portal on our site, your information is submitted directly to ChurchSuite. Their privacy policy is available at churchsuite.com.
- Our website host and email provider — who store the site and deliver our emails. They process data on our instructions only.
- Analytics providers (Google Analytics) — only where you have consented to analytics cookies. Data is anonymised before being sent.
- Professional advisers and authorities — such as accountants, auditors, or regulators where we are legally required to share information.
Some of these providers are based outside the UK. Where that is the case, we rely on appropriate safeguards under UK GDPR — such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or adequacy regulations — to protect your information.
6. How long we keep your information
We keep your information only as long as we need it:
- Enquiry details that do not lead to a booking: up to 12 months, then deleted.
- Booking records: for the duration of the booking and up to 7 years afterwards, in line with standard UK accounting requirements.
- Email correspondence: up to 3 years unless it forms part of a booking record.
- Website analytics data: up to 26 months in an aggregated form.
7. Cookies and similar technologies
Cookies are small text files placed on your device when you visit a website. They allow the site to work correctly, remember your preferences, understand how the site is used, and — where third-party services are embedded — provide additional features.
When you first visit our site, you will see a cookie banner. Strictly necessary cookies load automatically because the site cannot function without them. All other cookies — including analytics and third-party embeds — only load if you give consent. You can change your preferences at any time from the “Cookie settings” link in the site footer.
The cookies used on this site:
| Cookie / Provider | Purpose | Type | Duration |
|---|---|---|---|
| Cookie consent banner | Remembers your cookie preferences so you are not asked again on every page visit. | Strictly necessary | Up to 12 months |
| Cloudflare (__cf_bm, cf_clearance) | If our hosting or DNS routes through Cloudflare, these cookies help distinguish humans from bots, mitigate abuse, and keep the site secure. | Strictly necessary | 30 minutes to 30 days |
| Google Analytics 4 (_ga, _ga_*) | Helps us understand how visitors find and use the site — which pages are viewed, how people arrive, and which rooms attract the most interest — so we can improve the experience. Data is aggregated and your IP address is anonymised by Google before storage. | Analytics | Up to 2 years |
| ChurchSuite (Connect portal iframe) | If you use the embedded booking availability on our site, ChurchSuite sets cookies needed to load and operate their booking portal securely. All booking actions are handled by ChurchSuite under their own privacy policy. | Third-party, functional | Session to 1 year |
| Google Maps | Used on our Location page to display a map of how to find us. Google may set cookies to remember display preferences and to deliver map tiles. | Third-party, functional | Session to 2 years |
| YouTube / Vimeo (if embedded) | If video content is embedded anywhere on the site, the video provider sets cookies to play the video and remember playback preferences. YouTube is embedded in privacy-enhanced mode where possible. | Third-party, functional | Session to 2 years |
This list is reviewed regularly, but the exact cookies set may vary slightly over time as plugins and third-party services update. If you notice anything that looks inaccurate, please contact us and we will investigate.
8. Your rights
Under UK GDPR you have the following rights over your personal information:
- Access — request a copy of the information we hold about you.
- Rectification — ask us to correct information that is inaccurate or incomplete.
- Erasure — ask us to delete your information where we no longer have a lawful reason to keep it.
- Restriction — ask us to limit how we use your information while a concern is being resolved.
- Objection — object to our use of your information where we rely on legitimate interests.
- Portability — ask us to provide your information in a machine-readable format where technically possible.
- Withdraw consent — where we rely on consent (for example, for analytics cookies), you can withdraw it at any time.
To exercise any of these rights, contact us using the details in Section 1. We will respond within one month. There is usually no charge.
9. How to complain
If you are unhappy with how we have handled your personal information, please contact us first so we can try to put things right. If you are still not satisfied, you have the right to complain to the Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
10. Security
We take reasonable steps to keep your information secure. Our website uses HTTPS encryption, access to your data is restricted to staff and volunteers who need it, and our booking data is held within ChurchSuite behind password protection. No system is ever completely secure, but we regularly review our arrangements and act quickly if we suspect a problem.
11. Links to other websites
Our site may link to external websites (for example, ChurchSuite booking pages, our social media profiles, or partner organisations). We are not responsible for the content or privacy practices of those sites. We recommend you read their privacy policies before sharing any personal information with them.
12. Changes to this policy
We may update this policy from time to time — for example, when we change how we use information, add a new plugin, or when the law changes. The “Last updated” date at the top of the page will always reflect when the policy was last revised. For significant changes we will also post a notice on our homepage.
13. Contact us
If you have any questions about this policy or how we use your personal information, please get in touch:
- Email: [PRIVACY EMAIL]
- Phone: [PHONE]
- Post: The AFM-Kettering Assembly (Oasis of Life), [CHURCH ADDRESS]