Terms of Service

1. About these terms

These terms are an agreement between The Parochial Church Council of St Martin's Church, East Horsley (“St Martin's”, “we”) and the church or community group (the “community”) that uses Pastoral Hellos. An admin of the community accepts them on its behalf, and confirms they are authorised to do so.

Our Data Processing Terms form part of these terms. If the two conflict on how personal data is handled, the Data Processing Terms win.

2. The service

Pastoral Hellos helps a community's pastoral team record and coordinate contact with the people in its care. We provide it with reasonable care and skill. We may improve or change it from time to time, and will give reasonable notice of any change that significantly reduces what it does. We aim to keep it available but cannot promise it will be uninterrupted or error-free.

3. Your responsibilities

• You are the data controller for the information your community records. You need a lawful basis to record it, and (for health or religious information) a special category condition.
• You must tell the people you care for how you use their information, usually through your own privacy notice. You can link it in the app, and our model notice can help.
• Only invite people you trust with this information, give them the access they need, and remove access promptly when someone leaves.
• Record only what is needed for pastoral care, keep it accurate, and delete what you no longer need.
• Keep sign-in details secure, and tell us at once at parishoffice@easthorsleychurch.org.uk if you think an account has been misused.
• Don't use the service for anything unlawful, or try to break, overload or get around its security.

4. Fees

Pastoral Hellos is currently free. We may introduce fees in future to cover running and development costs. If we do, we will give your admins at least three months' notice, and nothing will be charged unless your community agrees. If you don't want to pay, you can export your data and leave before fees begin.

5. Your data

Your community's data belongs to your community. We claim no rights over it beyond what we need to provide the service. Admins can export everything at any time from the Data protection page.

6. Ending the arrangement

You can stop using Pastoral Hellos at any time by telling us. We may suspend or end a community's access if these terms are seriously broken, if we need to for legal reasons, or (with at least three months' notice) if we stop providing the service. When the arrangement ends, we will return and delete your data as described in the Data Processing Terms.

7. Liability

Nothing in these terms limits liability that cannot legally be limited, including for death or personal injury caused by negligence, or for fraud. Apart from that: we are not liable for indirect or consequential loss, and our total liability to a community in any year is limited to the greater of £[100] and the fees it paid us in that year. [PCC TO CONFIRM WITH ITS INSURERS]

8. Changes to these terms

We may update these terms. If we make a material change, your community's admins will be asked to accept the new version when they next sign in.

9. Law

These terms are governed by the law of England and Wales. The courts of England and Wales have jurisdiction over any dispute. We would always rather talk first: contact us at parishoffice@easthorsleychurch.org.uk.