Privacy Policy

Last updated: March 2026

1. Introduction

This Privacy Policy sets out how LightSpace Ministries (part of Grantham Christian Ministries Trust, Registered Charity No. 516836) collects, uses, stores and protects your personal data. We are committed to compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this policy carefully. It contains important information about:

  • the personal information we collect about you
  • what we do with your information
  • who your information may be shared with
  • your rights in relation to your personal data

In this policy, “we”, “us” and “our” refer to LightSpace Ministries.

2. Who We Are

LightSpace Ministries is a schools work ministry partnering with local churches and primary schools in the Grantham area. We are part of Grantham Christian Ministries Trust (Charity No. 516836) and operate as a Scripture Union Mission Partner.

Our registered correspondence address is: LightSpace Ministries, 142 Harrowby Road, Grantham, NG31 9DU

General enquiries: enquiries@lightspaceministries.org

3. Data Controller

The Data Controller is the Data Controller for LightSpace Ministries for the purposes of the UK GDPR.

If you have any questions or concerns about how your personal data is processed, please contact us at enquiries@lightspaceministries.org.

4. What Information We Collect

We may collect and process the following types of personal information:

  • Identity information – your name, date of birth (where relevant), and any title or role.
  • Contact information – your email address, phone number, and postal address.
  • Communication records – notes from meetings, emails, phone calls, and letters you send to us.
  • Website usage data – information automatically collected when you visit our website, including IP address and browsing behaviour, via cookies (see Section 10).
  • Volunteering information – information provided when you register your interest in volunteering, including which role(s) you are interested in and which church you attend.
  • Donation and financial information – where you choose to donate by bank transfer or standing order, we may hold records of your giving in order to administer Gift Aid.
  • Sensitive personal data – in limited circumstances, such as where we need to process information relevant to your health or criminal record checks for volunteering purposes, we may collect sensitive personal data. This will only be collected and used where required by law or where you have given explicit consent.

We do not knowingly collect personal information directly from children. Where children are involved in our school activities, data relating to them is handled by the schools themselves in accordance with their own data protection policies. Any photographs of children used in our publications or social media are obtained with the explicit consent of the relevant school and/or parents or guardians.

5. How We Collect Your Information

We collect personal information directly from you through:

  • our website contact form
  • our website volunteer sign-up form
  • email or letter correspondence
  • phone conversations
  • in-person meetings or events
  • our social media pages, where you engage with us directly

We may also collect information from publicly available sources (such as church directories or public records) where this helps us maintain accurate contact information.

6. Our Lawful Basis for Processing

Under UK GDPR, we are required to have a lawful basis for processing your personal data. We rely on the following:

  • Legitimate interests – for example, processing contact details in order to respond to enquiries, maintain volunteer relationships, and communicate about our ministry activities.
  • Consent – where you have signed up to receive our prayer and news updates, or where you have provided explicit consent for us to use photographs in which you appear.
  • Legal obligation – where we are required to process data to comply with applicable law, for example in relation to Gift Aid records required by HMRC.
  • Contract – where processing is necessary to fulfil a commitment we have made to you, for example in relation to a volunteering arrangement.

Where we rely on consent as our lawful basis, you have the right to withdraw that consent at any time (see Section 9).

7. What We Do With Your Information

We use your personal information to:

  • respond to enquiries and provide relevant information about our ministry
  • process and manage volunteer sign-ups and maintain volunteer relationships
  • administer donations and Gift Aid declarations
  • send prayer updates, newsletters, and information about events – where you have opted in to receive these
  • meet our legal and regulatory obligations
  • maintain accurate records of our governance and operations

We will not use your personal data for any purpose that is incompatible with the purpose for which it was collected without first seeking your consent.

8. Sharing Your Information

We will not sell, rent or trade your personal data to third parties.

We may share your information in the following limited circumstances:

  • Where required by law, regulation or a lawful request from a public authority (for example, law enforcement agencies).
  • Where we have reason to believe false or misleading information has been provided, or where we suspect criminal activity, we are required to record this and may share information with the relevant authorities.
  • With our banking provider or HMRC, solely for the purpose of processing donations and Gift Aid claims.

Any third parties with whom we share data are expected to maintain equivalent standards of data protection.

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

  • The right to access – you can request a copy of the personal data we hold about you.
  • The right to rectification – you can ask us to correct inaccurate or incomplete data.
  • The right to erasure – in certain circumstances, you can ask us to delete your personal data.
  • The right to restrict processing – you can ask us to limit how we use your data.
  • The right to object – you can object to us processing your data where we rely on legitimate interests as our lawful basis.
  • The right to data portability – in certain circumstances, you can ask us to transfer your data to another organisation.
  • The right to withdraw consent – where processing is based on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before your withdrawal.

To exercise any of these rights, please contact our Data Controller using the details in Section 3.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not complied with the requirements of UK GDPR. You can contact the ICO at www.ico.org.uk or by calling 0303 123 1113.

10. Social Media

LightSpace Ministries maintains a presence on Facebook. We use this platform to share news, events, and updates about our work in schools.

If you engage with us on social media, please be aware that:

  • Social media pages are public. Please do not share personal or sensitive information through public posts or comments.
  • We aim to read and respond to messages sent to us on social media, but we cannot guarantee a response to every message.
  • Any photographs you share with us on social media may be used in our newsletters or other ministry communications.
  • Information shared on social media platforms may be retained by those platforms beyond the length of your relationship with us, in accordance with their own privacy policies.

11. Cookies

Our website uses cookies – small text files placed on your device when you visit. Cookies help us measure how pages and features are used, and enable certain website functions to work correctly.

The cookies we use do not contain personal data about you. They store your device’s IP address but do not identify you as an individual. We do not use cookies to track identities.

You can control cookies through your browser settings. You may be able to refuse or delete cookies; however, doing so may affect the functionality of some parts of our website. For more information about cookies, visit www.allaboutcookies.org.

12. How We Keep Your Information Safe

We take the security of your personal data seriously and have put in place appropriate technical and organisational measures to protect it against unauthorised access, loss, or misuse. These include keeping computers, files and physical premises secure.

Our website uses SSL (Secure Sockets Layer) encryption, which means all data transmitted between your browser and our website is protected against interception by third parties. SSL also helps verify that you are visiting the genuine LightSpace Ministries website and not a fraudulent imitation.

13. How Long We Keep Your Information

We retain your personal data only for as long as is necessary for the purpose for which it was collected, or as required by law. Our general retention guidelines are:

  • Contact and enquiry records – up to 2 years from the date of last contact, unless an ongoing relationship is maintained.
  • Volunteer records – for the duration of your volunteering and for up to 3 years afterwards, in line with our legal obligations.
  • Donation and Gift Aid records – for a minimum of 6 years, as required by HMRC.
  • Trustee and governance records – for the duration of any appointment and for up to 6 years afterwards.

When personal data is no longer required, it is securely deleted or destroyed.

14. Updates to This Policy

We review and update this Privacy Policy periodically, particularly when we change how we use your information or when there are changes to relevant law or technology. The date at the top of this document shows when it was last updated.

We encourage you to review this policy from time to time. Where changes are significant, we will make reasonable efforts to notify you.

15. How to Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact our Data Controller:

Email: enquiries@lightspaceministries.org

Alternatively, you can write to us at: LightSpace Ministries, 142 Harrowby Road, Grantham, NG31 9DU.

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