Template — replace each [BRACKETED] placeholder with your organisation's details before publishing. This is not legal advice.
Who we are
Pastoral Hellos is operated by [ORGANISATION NAME] (“we”, “us”), the data controller for the personal information described below. You can contact us at [CONTACT EMAIL] or [POSTAL ADDRESS].
What information we hold
We process two categories of personal data:
- People receiving care: name, and where provided phone number, email address and free-text notes; together with a history of pastoral “touch points” (contact type, a wellbeing score, follow-up flags and notes, and the date of contact).
- Pastoral contacts and admins: name, email address and sign-in records used to give authorised volunteers access to the app.
Some notes may include information about a person's health, wellbeing or beliefs (special category data). We only record what is necessary to provide pastoral care.
Why we hold it and our lawful basis
We use this information solely to coordinate pastoral care — to keep track of who has been contacted, to spot people who may have been overlooked, and to follow up where support is needed. Our lawful basis under the UK GDPR is legitimate interests (caring for members of our community); for any special category data we rely on the condition for not-for-profit bodies and/or your explicit consent where appropriate. [CONFIRM/ADJUST LAWFUL BASIS].
Who can see it
Access is invite-only and restricted to authorised pastoral contacts and admins. We do not sell your data or share it for marketing. We use the following service providers to run the app: hosting (Vercel), database (Neon) and email delivery (Resend). [ADD ANY OTHERS].
How long we keep it
We keep information only as long as it is needed for pastoral care. When someone no longer needs support or leaves the community, their record is archived, and it can be permanently deleted on request or in line with our retention practice. [STATE RETENTION PERIOD].
Your rights
You have the right to ask us to access, correct, or delete your personal data, to restrict or object to our processing, and to data portability. Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, contact us at [CONTACT EMAIL]. We will respond within one month.
If you are unhappy with how we handle your data you can complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.