YWAM Harpenden Privacy Notice

Last modified: 22 November 2023

At Youth With a Mission Harpenden Ltd d.b.a. “Youth With a Mission Harpenden” and “YWAM Harpenden”, and/or Highfield Oval Ltd (hereinafter, “we” or “us” or “our” or the “Organisation”), we sincerely care about privacy, security, and transparency; these fundamental elements of privacy and security play an important part in our Organisation’s mission. Toward that, this Privacy Notice explains how we safeguard your personal information when you surf our website; it also clarifies your privacy privileges and how the law protects you. This Privacy Notice also applies to personal data you entrust to us when applying to our training centre, when enrolling in training development, applying for other opportunities at our locations, or when you contact us for more information.

How YWAM Harpenden Collects Information

One of the purposes of this Privacy Notice is to explain how we collect and process personal data at ywamharpenden.org, ywamimmersecornwall.com, ywambristol.org, ywamstalbans.org, ywamnorwich.com, theovalcafe.com, orphansknowmore.com, youthmissions.co.uk, www.wildhopeuk.com, ywamnewcastleupontyne.org, and https://www.thesend.uk/ including any data provided through the websites or the application forms. The information may be provided through contact forms, payment forms, or when you apply for an opportunity at our locations.

Information is collected from children applying to attend our youth events / youth trips for those age 13 and up. This allows us to meet safeguarding best practices for the safe recruitment of outreach teams. Parental consent must be provided before the submission of data.

Information may be collected about children from parents in the case of parents bringing their children with them to events, courses, and staffing opportunities at YWAM Harpenden.

We encourage you to read this Privacy Notice; it has been written to ensure you understand how we collect information, how it is safeguarded, what is collected, how it is processed, where it is processed, with whom we may share it, and your rights under the law.

Understanding Who Controls Your Data

This Privacy Notice applies when we are acting as the Data Controller with respect to the personal data we process about you. In other words, where we determine the purpose and the means of the processing, we are identified as the Data Controller and we are responsible for controlling and safeguarding your personal data.

Toward that, we have assigned a data protection team to superintend all aspects of this Privacy Notice, ensuring your questions are answered, and your rights are respected. Whenever you have questions, you should contact the data protection team via one of the venues below:

Data Protection Team
YWAM Harpenden
6 Highfield Oval,
Harpenden,
Hertfordshire,
AL5 4BX,
England

Email: privacy@ywamharpenden.org

Phone: +44 (0) 1582 463300

How We Collect Your Data

We may collect your data through direct interaction, automation, or third parties. Here’s more information about these methodologies:

Direct interactions. We may receive your information directly when you:
- email us;
- request marketing information to be sent to you;
- enquire about enrolment;
- submit an application;
- interview with us; or
- provide us feedback.
Automated technologies or interactions. When you use our website or log in to our services, we may learn technical data about your computing system and browsing activity. This data is gathered by employing cookies and related tools.
Third parties. Your personal data may be received via a third party as follows:
- Via analytics through providers such as Google Analytics, which is located outside of the EU; and
- from service providers, we use, including companies such as:
  - Salesforce and Form Assembly to process applications;
  - PayPal to process invoices and payments;
  - MailChimp to communicate with you; and
  - Social Media platforms such as Facebook, Instagram, and YouTube for collaboration and advertising purposes.

To learn more about the cookies we utilise on this site please refer to our cookie notice.

How We Process Your Data

Our Organisation will only process your data according to the allowance permitted by law. In most instances, we will only use your data in the following situations:

when you provide us with your consent to process your personal data, which may be revoked by you at any time and for any reason;
when it may be necessary for our legitimate interest;
when we may need to respond to a legal requirement or regulatory action; and
where we need to fulfil our obligation to provide training when you enrol into one of our training programmes.

If you have any further questions about how we process your data, or if you want to revoke your consent, please contact us at privacy@ywamharpenden.org

Information that We Collect About You and the Lawful Basis for Processing

We may collect information about you as shown below, that makes you identifiable. We may also process, store, transfer, or modify data that has been grouped together.

In the following table, we describe ways your personal information may be used; each of these uses are tied to a legal basis for processing. Further, we have also outlined wherever we have a legitimate interest to process your data where appropriate.

Processing Activity

Personal Data

Lawful Basis

Requests for information:

● e-mails to us;

● requests for marketing information;

● enquiries about enrolment;

● responding to feedback provided to us.

Identity Data

● Name

Contact Data

● Email Address

● Phone Number

● Country

Communication Data

● Marketing preferences

Article 6 (a) Consent: the individual has given clear consent to process their personal data for a specific purpose.

Completing and submitting an application for enrolment, including the decision-making process

Identity Data:

● Given names

● Date of birth

● Gender

● Nationality (but not race or ethnicity)

● Passport number

● Visa number

● National number (NHS, etc.)

● Citizenship

Contact Data:

● Phone number

● Social media handle

● Email

● Mailing address

● Language preference

● Permanent address

● Temporary address

● IP address

Enrolment Data

● Education and Vocational experience

● Character references

Special Categories of Data:

● Religious beliefs

● Healthcare information

● Mental information

● Sexual orientation

● Sex life

● Passport photo as biometric identifier

● Children’s data

● Financial, banking and credit details

● Criminal record data

Article 6 (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

Relationship management including:

● Asking you for feedback.

● Notifying you about changes to our terms and conditions,

● Notifying you about changes to our Privacy Notice.

● Sending you communication through our newsletter.

● Asking you to update your contact information.

● Communicating with you about our services.

Identity Data

● Name

Contact Data

● Email Address

● Phone Number

● Country

Communication Data

● Marketing preferences

Article 6

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

Payment processing

● Donations

● Invoices and payments

Identity Data

● Name

Contact Data

● Email Address

● Billing Address

● Phone Number

● Tax Deductible Location

Donations are processed based on article 6 (a) Consent: the individual has given clear consent to process their personal data for a specific purpose.

Invoices and payments are processed based on Article 6 (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

It is also possible that we may process your personal information via more than one lawful basis depending upon the purpose for which we are using it. If you have questions about the lawful basis by which we are processing your data, please contact us at privacy@ywamharpenden.org.

Sometimes we aggregate data such as statistical metrics or demographic information stemming from your personal data. It should be noted that statistical and demographic data is not personal data when it does not directly or indirectly reveal your identity. Only when statistical data is combined with personal data will this Privacy Notice apply.

In some instances, such as to apply to one of our training offerings and complete an application, we may receive sensitive data about you, which may be defined differently in various countries. Using Article 9 of the GDPR as a baseline, this data, if provided, may be associated with your religious or philosophical beliefs, sexual orientation, or sex life. If you provide us this information, you do so by choice and under no compulsion whatsoever. We commit to safeguard your data and provide it adequate protections and will only use it according to the purposes set forth in this Privacy Notice and according to legal limitations.

Explanation of Lawful Basis

Many laws around the world require a controller to show it has properly considered which lawful basis applies to each processing purpose. It also requires controllers to justify the decision. Toward that, and using EU GDPR definitions below, the following lawful basis applies to processing activities noted in the table above.

Consent means we have received your consent to process your personal data for the purpose specified.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you, unless we have your consent or are otherwise required or permitted to by law. You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us at privacy@ywamharpenden.org.
Performance of Contract means processing your data where it is necessary for the performance of an agreement to which you are a party or to take steps at your request before entering into such an agreement.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Third-party Links

This website may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or other relevant information of every website you visit.

Communication & Marketing

We will make every effort to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us, purchased services from us, or if you provided us with your details when you subscribed to our newsletter and, in each case, you have not opted out of receiving that marketing.

Opting Out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at privacy@ywamharpenden.org any time. Where you opt-out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience, or other transaction.

When We Might Change How We Use Your Data

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at privacy@ywamharpenden.org.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process or disclose your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Transferring Your Data

Many of our external third parties are based outside the European Economic Area (EEA). In those cases, processing of your personal data will involve a transfer of data outside the EEA. A list of the external third parties are shown below.

Name of Subprocessors	Registered Business Address	Location of Processing	Link to Privacy / Security Policy
UofN Records System	Chemin du Praz d’Eau 1, 1000 Lausanne 25, Switzerland	Frankfurt, Germany	https://uofn.edu/privacy-notice
Salesforce	salesforce UK Limited, Block Two, Lotus Park, The Causeway, Staines, Middlesex TW18 3AG, UK	United States	https://www.salesforce.com/company/privacy/ https://compliance.salesforce.com/en
G-Suite	Googleplex, Mountain View, California	United States	https://policies.google.com/privacy
Google Analytics	Googleplex, Mountain View, California	United States	https://policies.google.com/privacy
MailChimp	Ponce City Market, Atlanta, Georgia	United States	https://mailchimp.com/legal/privacy/
Form Assembly	Bloomington, Indiana	United States	https://www.formassembly.com/privacy-policy/
HubSpot	Cambridge, Massachusetts	United States	https://legal.hubspot.com/privacy-policy
Microsoft O365	Microsoft Campus Thames Valley Park Reading RG6 1WG	Europe & United Kingdom	https://privacy.microsoft.com/en-gb/privacystatement
Trello	San Francisco, California	United States	https://www.atlassian.com/legal/privacy-policy
Dropbox	San Francisco, California	United States	https://www.dropbox.com/en_GB/privacy
Squarespace	Dublin, Ireland	Ireland	https://www.squarespace.com/privacy
JotForm	111 Pine St. Suite 1815, San Francisco, CA 94111	United States/Frankfurt, Germany	https://www.jotform.com/privacy/
JotForm	111 Pine St. Suite 1815, San Francisco, CA 94111	United States/Frankfurt, Germany	https://www.jotform.com/security/
Xero	DENVER (HQ) 1615 Platte St. Suite 400 Denver, CO 80202	United States	https://www.xero.com/about/legal/privacy/
iZettle	iZettle LONDON OFFICE 58 Victoria Embankment London EC4Y 0DS	United Kingdom	https://www.izettle.com/gb/privacy-policy
NatWest	Commercial Cards Division. Cards Customer Services PO Box 5747 Southend-On-Sea SS1 9AJ	United Kingdom	https://personal.natwest.com/global/cookie-privacy.html
Metrobank	One Southampton Row, London, WC1B 5HA	United Kingdom	https://www.metrobankonline.co.uk/about-us/privacy-and-security/
PayPal	S.à.r.l. et Cie, S.C.A., 22-24 Boulevard Royal L-2449, Luxembourg	Luxembourg	https://www.paypal.com/uk/webapps/mpp/ua/privacy-full
YouTube	Googleplex, Mountain View, California	United States	https://policies.google.com/privacy
Instagram	Menlo Park, California, United States	United States	https://www.facebook.com/privacy/explanation
Facebook Inc.	Menlo Park, California, United States	United States	https://www.facebook.com/privacy/explanation
WhatsApp	Menlo Park, California, United States	United States	https://www.whatsapp.com/legal/#privacy-policy-information-we-collect
Youth With A Mission Limited – Internal Visa Processing	Sarah Opper 25 Hightown Road	United Kingdom	https://www.ywamwales.org/contact/ (scroll to bottom)
UKVI Sponsorship Management System	DPO Office Cabinet Office	Europe	https://www.gov.uk/help/privacy-notice
VerticalResponse	3680 Victoria Street North Shoreview, MN 55126-2966USA	United States	https://www.verticalresponse.com/european_commission

Name of Subprocessors	Registered Business Address	Location of Processing	Link to Privacy / Security Policy
Partiful	Partiful Co. 147 Prince St PR4/11 Brooklyn, NY 11201 United States	United States	https://partiful.com/privacy
Eventbrite	The Pavilions, Bridgwater Road, Bristol, England, BS13 8FD	United States	https://www.eventbrite.co.uk/help/en-gb/articles/460838/eventbrite-privacy-policy/
Mailchimp	Cardinal Place, 80 Victoria Street, London, United Kingdom, SW1E 5JL	United Kingdom	https://www.intuit.com/privacy/statement/
Slack	Slack Technologies LimitedSalesforce Tower60 R801, North DockDublinIreland	United States	https://slack.com/intl/en-gb/trust/privacy/privacy-policy
Webflow	Webflow, Inc.398 11th Street, 2nd FloorSan Francisco, CA 94103	United States	https://webflow.com/legal/privacy

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by employing at least one (or more) of the following safeguards:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

Please contact us at privacy@ywamharpeden.org if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Your Security

We have put appropriate security measures in place to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How Long We Will Use Your Data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, whether we can achieve those purposes through other means, and the applicable legal requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

With respect to information you provide in relation to courses, events, and staff positions at YWAM Harpenden: some information may be kept for an indefinite timeframe to maintain integrity in our programme and course records for the purpose of providing transcripts and related actions. Sensitive data will not be kept indefinitely.

In some circumstances you can ask us to delete your data; see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c ) where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at privacy@ywamharpenden.org. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What We May Need from You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made multiple requests. In this case, we will notify you and keep you updated.

Changes to this Statement

We will occasionally update this Privacy Notice to reflect company and customer feedback. We encourage you to periodically review this statement to be informed of how we are protecting your information.

Contact Information

YWAM Harpenden welcomes your comments regarding this Privacy Notice. If you believe that we have not adhered to this notice, please contact us at privacy@ywamharpenden.org. We will use reasonable efforts to promptly determine and remedy the problem. Our Data Protection Team can also be contacted at +44 (0) 1582 463300.