Privacy Policy

Cheltenham Hebrew Congregation

Cheltenham Hebrew Congregation is a registered charity in England and Wales. The Congregation owns and manages Cheltenham Synagogue.

Last Updated: August 2026

1. Introduction

At Cheltenham Hebrew Congregation, we are committed to protecting your personal information. We take reasonable care to ensure we process your personal data in accordance with all applicable laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We believe in being transparent about what we do with your data and will never use or process it in a way that you would not reasonably expect. This Privacy Notice informs you of how we collect, store, and process your Personal Data.

The data controller for Cheltenham Hebrew Congregation (Synagogue Lane, St James Square, Cheltenham, GL50 3PU) is the Chair, Jennifer Silverston.

If you have any questions or require further information regarding how your data is used, you can contact us via our website or write to us at our address above.

2. The Information We Collect and How We Use It

Legal Basis for Processing

The legal basis for processing your personal data is our legitimate interest. As a Synagogue and communal religious organisation, we need to hold specific personal data relating to our members, visitors, and congregants to manage membership, run operations, maintain security, and communicate effectively. Where processing involves religious beliefs, we rely on specific provisions under Article 9 of the UK GDPR for non-profit bodies with a religious aim.

By providing your data, using our services, or attending our events, you acknowledge the collection and use of your Personal Data as set out in this notice.

How We Collect Information

We collect information directly from you and your family via membership forms, event registration, education booking forms, site sign-in sheets, and direct email or phone communications.

On occasion, we may receive information about you from another visitor, member of the Synagogue, or family member (for example, when someone registers a guest for an event). We may also combine information we hold with publicly available information, such as social media, to maintain accurate records or better understand our community.

If you provide information on behalf of another person, you must ensure they consent to you doing so and direct them to this Privacy Notice.

3. Categories of Personal Data Held

A detailed inventory of data processed is maintained in our internal Personal Data Audit document, available upon request. The categories of data we may collect include:

• Personal Information: Name, gender, contact details, date of birth, family linkages, next of kin, employment details, education details, vehicle registration details (for access/parking), event attendance history, and Disclosure and Barring Service (DBS) information where applicable.

• Medical Information: Relevant health details, allergies, medication requirements, or access needs provided for event safety or welfare purposes.

• Religious & Lifecycle Information: Hebrew name, yahrzeit dates, Bar/Bat Mitzvah details, marriage records, conversion records, and family religious history.

• Membership Details: Date of joining, membership tier/rates, and scheme participations.

• Financial Information: Bank details, records of payments and donations, Direct Debit mandates, Gift Aid declarations, and legacy commitments.

• Visitor Security Information: Current and previous addresses, identification documents (deleted promptly after verification), and professional background where security verification is required.

4. How We Use Your Data

We process personal data to support the operations, religious duties, and administration of Cheltenham Synagogue, including:

• Communicating information regarding religious services, festivals, and lifecycle events.

• Providing updates on upcoming activities organized by us or relevant third parties.

• Promoting our core communal purpose: maintaining a welcoming, active, and supportive congregation rooted in Jewish knowledge, care, and piety.

• Coordinating volunteer activities, including Kiddush preparation, security rotas, and community mitzvot.

• Supporting pastoral care and welfare needs within the congregation.

• Managing fundraising, membership contributions, and processing Gift Aid with HMRC.

• General administration, market research, and service improvements.

• Security operations and compliance with legal or regulatory obligations.

We may contact you by email, post, phone, text message, messaging platforms (such as WhatsApp), or social media.

Please inform us promptly of any changes to your contact details or personal information. We are not responsible for issues arising from inaccurate or outdated details provided to us.

5. Profiling and Volunteer Access

• Targeted Communication: We may occasionally use basic filtering or profiling to direct relevant communications—such as age-specific events, regional notices, or fundraising requests—to the appropriate audience.

• Volunteer Access: Designated members of Cheltenham Hebrew Congregation carrying out specific responsibilities (e.g., event coordination, security, or welfare) may be granted access to relevant contact details solely to fulfill their volunteer roles.

6. Sharing Your Personal Data

We do not sell, rent, or trade your personal data. We only share your data with third parties in the following circumstances:

• With your explicit consent.

• When legally required by a court, law enforcement body, or official regulator.

• With third-party service providers acting directly on our behalf under strict confidentiality agreements.

• Where applicable to joint schemes (such as specific regional burial schemes or communal arrangements), limited data may be shared with the partner organisation strictly necessary for administration.

7. Data Retention and Third-Party Systems

Retention Policy

Data retention periods are governed by our Personal Data Audit document. Certain historical, membership, and lifecycle records are retained indefinitely for community record-keeping, genealogical history, or to assist individuals who wish to rejoin the Congregation later. Other operational data is deleted once it is no longer required.

Third-Party Cloud Software

To manage communications and administration securely and cost-effectively, we use trusted third-party cloud tools and platforms (such as database software, cloud storage providers, and accounting systems). As a result, your data may be stored on secure servers outside the UK or the European Economic Area (EEA). Where this occurs, we ensure appropriate legal protections and safeguards are in place.

8. Internet, Online Media, and CCTV

• Data Transmission: No internet-based data transmission is completely secure. While we apply reasonable safeguards, we cannot guarantee total security of information sent to us electronically.

• Website Cookies: Our website may use cookies to improve user experience and analyze site traffic. You can adjust your browser settings to decline or block cookies at any time.

• Email Tracking: Email updates sent by us may contain standard tracking pixels to verify opens and link clicks for engagement analysis.

• External Links: Our online channels may contain links to third-party sites. We are not responsible for the privacy policies of external platforms.

• Media & Photographs: Names of members may occasionally appear on internal publications or official site content. Photographs from communal events may be uploaded to our official website or social media channels; these will be removed promptly upon request.

• CCTV Operations: Cheltenham Synagogue operates a CCTV system covering external grounds for crime prevention, security, and safety. Footage access is restricted to authorised personnel. Archived footage is automatically overwritten after a standard period (up to 40 days) unless required for an ongoing investigation. CCTV footage may be shared with the Police, the Community Security Trust (CST), or relevant law enforcement bodies.

9. Your Data Rights

Under data protection law, you have the following rights regarding your personal information:

• Access: The right to request a copy of the personal data we hold about you.

• Rectification: The right to request correction of inaccurate or incomplete data.

• Erasure: The right to request deletion of your data where legal grounds allow.

• Restriction & Objection: The right to restrict processing or object to specific uses of your data.

• Consent Withdrawal: The right to withdraw consent at any time where processing was based on consent.

To exercise any of these rights, please contact the Chair using the details provided above. Requests are typically processed within one calendar month. We reserve the right to request proof of identity before fulfilling requests or charge a reasonable fee for manifestly unfounded or excessive requests.

Note: Provision of personal data is not a statutory requirement, but failure to provide accurate data may limit our ability to deliver certain services (such as lifecycle record administration, marriage support, or scheme participation).

10. Complaints

If you raise a complaint with us, we will record the details in a confidential file. To resolve issues or verify record accuracy, it may be necessary to disclose the complainant's identity to the relevant individuals involved. If you request anonymity, we will attempt to honor this where feasible, though complete anonymity may limit our ability to investigate fully.

If you are unsatisfied with how we handle your data or your complaint, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)

• Website: www.ico.org.uk

• Helpline: 0303 123 1113

11. Updates to this Notice

We may update this Privacy Notice periodically to reflect changes in legal requirements or operational practices. Updated versions will be published on our official website or made available upon request. Please check back regularly to stay informed.