Privacy Policy

The trustees of Milton Baptist Church CIO, registered charity 1191696, are responsible for personal information collected through the church's activities and online services. Contact office@milton-baptist.org.uk, telephone 01934 641574, or write to Milton Baptist Church, Baytree Road, Weston-super-Mare, BS22 8HJ.

You can browse public pages without creating an account. To understand which pages are useful, the site records daily aggregate page counts and fixed categories when someone selects an important next step such as plan a visit, event signup, room hire or giving. It does not store IP addresses, destination URLs, cookies, device identifiers, user agents, referrers or search-query text for these counts. Limited technical logs may also be retained for security, reliability and fault diagnosis. Public pages must not expose finance, pastoral or safeguarding case information.

Information used for your booking

MBC Room Hire holds contact and account details, booking dates and room requirements, correspondence, invoices and payment records. Depending on your booking, this includes your name, organisation, email address, telephone number, postal or billing address, booking notes and equipment requirements. Account verification, security and change records support access to the service and investigation of problems. Information may be supplied by you or by someone arranging a booking for your organisation.

These records help MBC handle enquiries, arrange rooms and equipment, manage changes or cancellations, communicate with you and administer charges and payments. Necessary account and booking emails are operational messages, separate from newsletter subscriptions and fundraising messages. Optional regular-hirer prompts encouraging future bookings are also separate; contact the office if you do not want to receive them. Their marketing basis is part of the policy review described below. The contact and booking details requested as required fields are needed to administer the online request; contact the office if you cannot provide them.

Please include only what is needed to arrange your booking. Do not put confidential pastoral, safeguarding or medical information, or unnecessary details about other people, in booking titles or notes. Ask the office about a suitable way to provide sensitive information that is necessary.

Who can access information

Authorised church staff use booking information for administration, finance and practical arrangements. Relevant event details and AV requirements may be shared with the assigned AV technician for availability and fee arrangements; this does not give access to your whole account.

Technical support may involve restricted access to records or recovery copies. Authorised maintenance uses OpenAI/Codex tools, and relevant information supplied for diagnosis can reach that provider. The account-specific data-handling controls and agreements still require MBC review. Contact the office if you have questions about this access or the providers involved.

Microsoft Azure provides hosting and backup storage. Room Hire and its private backups are hosted in Sweden; the connected website infrastructure uses UK and Swedish locations. This is not a UK-only service. Microsoft 365 handles account and booking emails. The Connected services section explains the Cloudflare Turnstile check that may appear during registration.

Public calendar

Confirmed bookings marked public can show their title, time, rooms and public description in the public calendar. Private confirmed bookings show occupied times without their title or description. Public calendar data excludes booking contact fields and custom-form answers. A separately published church event is an editorial publication with its own public information, even if it is linked to a room booking. Ask the office if you need to change what is public.

Keeping and removing records

Cancelling a booking, closing access or removing a customer from the active list does not itself erase all related records. Ordinary booking, invoice, correspondence and audit records can remain, and detailed retention periods for these records are under review. Requests for erasure need an individual assessment, including any accounting or legal requirements to keep particular records.

Recovery copies have separate technical retention arrangements. Room Hire's routine offsite backup lifecycle is 90 days, with additional deletion-recovery protection; manual and restore-test copies are separate. Deleting an active record does not guarantee immediate deletion of every backup copy.

For access, correction, deletion or another privacy request, contact office@milton-baptist.org.uk, telephone 01934 641574, or use the postal address above. You do not need a Room Hire account or a special form to make a request. Please do not email passwords or unnecessary identity documents.

MBC Room Hire YouTube Scheduling is a private feature operated by Milton Baptist Church for its designated channel administrator. It uses YouTube API Services after the administrator accepts the privacy notice and terms and authorises access through Google.

The feature reads the church channel identifier, upcoming broadcast details and encoder stream identifiers and names. It uses these to link selected church events to broadcasts and avoid duplicate scheduling. It does not request your Google password or encoder stream keys. It sends selected event titles, descriptions and broadcast times to Google, including the church's copyright and streaming licence wording, together with broadcast visibility, audience and encoder association where needed. Private booking contact fields and AV notes are excluded. The administrator reviews the details and can choose whether later event edits update a linked broadcast.

MBC encrypts the connection credential and stored YouTube information. Event links, settings and limited operation history support scheduling, fault investigation and duplicate prevention. This Google data is not sold or used for advertising or AI training.

While the service is operating, privacy maintenance runs every five minutes, even when scheduling updates are disabled. Google access is rechecked once the last successful verification is 23 hours old. Linked broadcast information is due for refresh 14 days after its last successful check; if refresh fails, it is erased when it reaches 27 days. Detailed operation data is due for erasure seven days after the request was created. An invalid Google grant removes the connection and stored API data.

Disconnecting stops further scheduling updates, clears stored YouTube information and destroys its data keys. MBC immediately attempts to revoke Google access. If removal cannot be confirmed, a separately encrypted credential may be kept for retries, with a six-day key expiry. The tool explains when removal is unconfirmed or a retry cannot be saved. You may need to remove access yourself through Google Account permissions, then record that you have done so in the tool. Disconnecting does not delete broadcasts already on YouTube.

Backups prepared by the application exclude Google credentials and API data. Raw recovery copies may contain encrypted remnants, with their separate keys excluded from backups. If the host is offline, cleanup cannot run; expired keys are rejected and removed before further YouTube operations on restart. We do not promise immediate physical deletion of every backup copy. Recovery requires fresh Google authorisation and manual review and relinking before scheduling resumes.

For questions or requests about data held by MBC, contact office@milton-baptist.org.uk. Google explains its own processing in the Google Privacy Policy.

Event signup uses either MBC event registration, operated by Milton Baptist Church, or ChurchSuite, as shown on the registration page. Paid MBC event checkout uses Stripe when available. Newsletter preferences are handled through ChurchSuite. Room-booking requests are handled through MBC Room Hire, operated by Milton Baptist Church. Videos use YouTube's privacy-enhanced domain where possible.

Online and contactless card donations are processed by Stripe through ChurchSuite. ChurchSuite does not store card details, and giving by card does not give ChurchSuite access to your online banking. ChurchSuite records donation information, including the amount, date and fund, together with donor contact details and Gift Aid information where provided. See ChurchSuite’s card payment guidance for more information.

Each service applies its own privacy information when you choose to use it.

If a Cloudflare Turnstile security check appears when you create an MBC Room Hire account, it helps distinguish human visitors from automated abuse. Cloudflare processes technical signals from your browser, device and connection, including your IP address and the MBC website address. Our integration does not send the information you enter in the registration form, such as your name, email address or password, or your booking details to Cloudflare. Cloudflare also uses these signals to improve its bot detection. Read the Cloudflare Turnstile privacy notice for more information.

If you email or telephone MBC, the church will use the information you provide to respond and administer the relevant enquiry. Do not send confidential safeguarding information through general website forms.

The MBC application does not add advertising cookies. Connected video, booking or signup services may set their own cookies when opened or embedded.

Depending on how and why your information is used, you may have rights to access it, correct it, request erasure or restriction, receive a portable copy, or object to its use. Where processing relies on consent, you can withdraw that consent. You can object to the use of your information for direct marketing. These rights have conditions and exceptions, so deletion is not automatic in every case.

You can make a request verbally or in writing using the church's contact details above. The church may need proportionate information to confirm your identity before releasing records. You can also complain to the Information Commissioner's Office if you are concerned about how your information is handled.

This notice describes the website and online services explained above. MBC is updating its Room Hire privacy information alongside its existing church privacy notice. Detailed retention periods and the documented lawful grounds for different uses of booking information still require trustee review. For questions about a particular use or record, contact the church office.