Data is collected by the Christadelphian Bible School committee as part of the booking process when attendees apply to attend Bible School (an event held in August each year). This policy describes the data items which are collected, how they are stored, the retention period, etc.

For specific enquiries relating to our data collection please contact Stephen Ashton via email bookings [at] christadelphian [hyphen] bibleschool [dot] org.

What data do we collect?

The following data items are collected:

Data Item	Data	Who
Data item 1	Name	All attendees
Data item 2	Email address	Attendees aged 18 and over
Data item 3	Mobile phone number	Attendees aged 18 and over
Data item 4	Postal address	Primary contact for each individual, couple, family or group booking
Data item 5	Date of birth	Attendees aged 25 and younger
Data item 6	Ecclesial membership status	All attendees
Data item 7	Full time education status	Attendees aged 18 and over
Data item 8	Details of any special requirements e.g. learning/behavioural, diet, mobility, hearing, allergies etc.	All attendees
Data item 9	Emergency contact name, relationship, landline and/or mobile phone number.	Primary contact for each individual, group or family booking

Why do we collect this data and how is it used?

This is why we need each of these items of personal data:

Data Item	Data	Use(s)
Data item 1 Data item 2 Data item 3 Data item 4	Name Email address Mobile phone number Postal address	This information us used: 1. To contact attendees with bookings, payments and joining information on the run up to Bible School. 2. To contact attendees with details of future Bible Schools.
Data item 3	Mobile phone number	This information is used contact attendees in case of emergency during the Bible School week.
Data item 1 Data item 6	Name Ecclesial membership status	This information is printed on attendees’ badges.
Data item 5 Date item 7	Date of birth Full time education status	This information is used to ensure attendees are correctly invoiced.
Data item 5	Date of birth	This information is used to allocate infants, children, teenagers and young people into age-related crèche, classes, activities, and sporting groups.
Data item 8	Special requirements	This information is used to enable organisers to appropriately cater for all attendees’ requirements.
Data item 9	Emergency contact details	This information is required in case an emergency arise and a contact with a relative, etc. becomes necessary.

How is the data stored?

Data storage type	Data items	Details
Data storage type A Fillout Forms database www.fillout.com	Data items 1, 2, 3, 4, 5, 6, 7, 8, 9	Details of anyone who has applied to join the next Bible School, including all attendees and those on the waiting list. Access to this is protected by a password and two-factor authentication.
Data storage type B Zoho Books database books.zoho.eu	Data items 1, 2, 3, 4	Details of attendees for the next Bible School aged 18 and over. Access is protected by a password and two-factor authentication.
Data storage type C EmailOctopus database emailoctopus.com	Data items 1, 2, 6	1. Details of attendees since 2025 aged 18 and over. 2. Details of the main contact for bookings received since 2013. 3. Details of those who have expressed an interest in booking on future Bible Schools. Access is protected by a password and two-factor authentication.
Data storage type D Excel spreadsheet (master) icloud.com	Data items 1, 2, 3, 4, 5, 6, 7, 8, 9	Details of all attendees for the next Bible School. This is held on password-protected computers and backed up via iCloud (which is protected by a password and two-factor authentication).
Data storage type E Excel spreadsheet (abbreviated) dropbox.com	Data items 1, 2, 3, 5, 6, 8, 9	Abbreviated details of all attendees for the next Bible School. This is stored in password protected folders in Dropbox accessible only by Bible School committee members.
Data storage type F Paper copies of booking and help forms	Data items 1, 2, 3, 4, 5, 6, 7, 8, 9	Details of those attendees who booked by sending a paper booking form. The information is transferred to Data storage types A, B, C, D, E, and H. They are stored in a locked box at the home of Stephen and Faith Ashton.
Data storage type G PDF copies of booking and help forms	Data items 1, 2, 3, 4, 5, 6, 7, 8, 9	Details of those attendees who booked by sending a paper booking form. The information is transferred to Data storage types A, B, C, D, E, and H. These are stored on password-protected computers and backed up via iCloud (which is protected by a password and two-factor authentication).
Data storage type H Excel, Word and PDF files comprising lists for use at Bible School	H1 Attendee list – Data items 1, 6 H2 Adult duties, classes and activities lists – Data item 1 H3 Child class and activities lists – Data items 1, 5 H4 Resident rooming lists (adults) – Data item 1 H5 Resident rooming lists (children) – Data items 1, 5 H6 Campsite pitch lists – Data item 1 H7 Mobile phone directory (adults only) – Data items 1, 3	These are the details needed by those organising classes and activities at Bible School. They are shared only as needed to help Bible School run smoothly. However, items H1, H6 and H7 are shared with all attendees.
Data storage type I Excel, Word and PDF files	Data items 1, 2, 3, 4, 5, 6, 7, 8, 9	Working files for the processing and management of the data needed to run Bible School. These are stored on password-protected computers and backed up via iCloud (which is protected by a password and two-factor authentication).

Who has access to this data?

Stephen and Faith Ashton have access to all attendee data items 1 to 9 and all storage types A to I primarily for the organisation and financial arrangements necessary for each annual Bible School to take place. In addition former attendee data items 1, 2 and 6 are used for the purpose of sharing booking information relating to upcoming Bible Schools in satisfaction of a standing request to do so each year.

Bible School Committee Members have access to data items 1, 2, 3, 5, 6, 9 and (if applicable) 8 contained in storage types E, H and I for the general organisation of Bible School and the allocation of duties, classes and recreational groups.

Class teachers, activity leaders, first aiders and residence floor wardens have relevant access to Data storage type I containing data items 1 and (if applicable) 8.

How long is the data kept for?

Data storage type	Retention policy
Data storage type A Fillout Forms database	This is retained until the current year’s Bible School has taken place, at which point the data is deleted.
Data storage type B Zoho Books database	This is retained indefinitely in order to preserve financial evidence for future scrutiny and possible use by police or government authorities.
Data storage type C Email Octopus database	This is retained indefinitely in order to promote the Bible School. However, every message sent via this system contains a link where the individual concerned can unsubscribe from the mailing list.
Data storage type D and E Excel spreadsheets	This is retained indefinitely in order to preserve evidence of attendance for possible use by police or government authorities.
Data storage type F Paper booking and help forms	This is retained until the current year’s Bible School has taken place, at which point the paper copies are shredded.
Data storage type G PDF booking and help forms	This is retained until the current year’s Bible School has taken place, at which point the digital files are deleted.
Data storage type H and I Excel, Word and PDF documents	These are retained for five years to assist in the process of compiling current lists after which these are deleted.

Can an individual access, edit or delete their data?

No. An individual would need to contact Stephen Ashton directly (via bookings [at] christadelphian [hyphen] bibleschool [dot] org) in order to determine what data is held, to update it or ask for it to be deleted.

Adopted

22 September 2018

Updated

9 October 2025