Data and Privacy Policy

Who we are

Kingdom Overflow is part of St. Luke’s Cranham Park Registered charity no 1128304. Our website address is:

Data Protection Statement

Kingdom Overflow will securely store your data and use only for Kingdom Overflow projects and mission. We’ll periodically let you know about information and events and all that is happening in the life of our projects and Church family.
Your details will only be used by Kingdom Overflow and not disclosed to third parties.
You can opt-out of KO communications at any time – just let us know by contacting or log into or unsubscribe via the relevant email/SMS.

Privacy Policy

When you provide personal data to Kingdom Overflow (KO) you are trusting us with your information. We understand that this is a big responsibility and we have built this policy as we recognise the right of people to keep their personal information private.
This privacy policy tells you how we deal with your personal data and privacy when you use or supply information on the KO Website, MyKO Churchsuite, or if you supply personal information via another means to KO. We want to help you understand what information we collect, why we collect it and what we do with it.

Data Protection

This policy explains how KO and their website comply with the Data Protection Act 1998 (DPA), the General Data Protection Regulation (GDPR) May 2018, and the Privacy and Electronic Communications Regulations.There are governing principles that must be followed in relation to the processing of data about individuals including that data be:

  • Processed fairly and lawfully
  • Obtained for one or more specific purposes
  • Relevant and necessary
  • Accurate and up to date
  • Kept no longer than needed
  • Processed in accordance with individual’s rights
  • Protected and kept securely
  • Not transferred to places without adequate data protection rules

By providing your personal details you agree to allow KO to contact you by mail, email, telephone or SMS text message in connection with its charitable purposes either on the basis of the consents you have given us or for our legitimate interests in accordance with current data protection regulations.

How we collect information about you

Kingdom Overflow (KO) collects personal information each time you are in contact with us whether this is electronically, by paper, in person, over the phone, or on arrival at an event. For example, when you:

  • Attend KO events, projects or Church services or participate in other KO activities
  • Visit our website
  • Complete our ‘Get Connected’ Form which signs you up to our churchsuite database
  • Sign up to join a Connect Group which signs you up to our churchsuite database
  • Sign up to serve on team or to find out about serving on team
  • Register for a church event or conference
  • Make a donation by completion of Gift Envelopes, via our website, churchsuite or by electronic means
  • Provide your contact details, in writing or orally, to KO staff or volunteers
  • Communicate with KO by means such as email, letter, telephone
  • Purchase goods or services, including when you provide credit or debit card details
  • Face to face meetings with staff and volunteers
  • Access social media platforms such as Facebook, YouTube, WhatsApp, Twitter, Instagram

Why we hold data about you

  • General administration of the church, e.g. pastoral care, preparation of rotas, recording attendance, maintaining financial records of giving for audit and tax purposes;
  • Contacting you to keep you informed of church-related activities and events;
  • Statistical analysis; to monitor trends in attendance at services, small groups and courses to help us be more responsive to the needs of the church.

How we use your information

Kingdom Overflow (KO) will use the personal information we collect for the purpose disclosed at the time of collection, or otherwise as set out in this Privacy Policy.

  • Generally, we will only use your personal information as follows:
  • To keep you informed by email and/or text as to KO Projects, church services, events, activities, and conferences.
  • To maintain accurate and up to date records of our team, volunteers, church family, and those attending our projects
  • To establish and maintain your involvement with KO
  • To record and acknowledge any donations
  • To answer an enquiry or request for further information about Kingdom Overflow, it’s projects. its services activities and events
  • To assist us to make KO sites, services and products more valuable to our church family including troubleshooting, data analysis, testing, research, statistical and survey purpose
  • To keep you informed of new developments within the life of the church
  • To improve our general ability to assist Church family and the wider community
  • To enable the Pastors of the Church to personally and directly communicate with you

Your details will only be used by Kingdom Overflow team and will not be disclosed to third parties for any other purpose without first seeking your consent, unless authorised or required by law. 

What data do we hold, where do we store your data, who sees it?

We are committed to holding your personal information securely. Only KO team and authorised volunteers that need to see the data can access it.

  • We may store your information on computers (on hard drives, or use cloud-based storage), in paper form, or both.
  • All computers that store any personal data are password protected. Any paper files that hold personal information (other than names and contact details) are kept on secure premises in locked cupboards and filing cabinets.
  • The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this policy and in compliance with the General Data Protection Regulations (2018).
  • Information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our site or Churchsuite app, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
  • The Internet is not a secure method of transmitting information. Accordingly, KO cannot accept responsibility for the security of information you send to or receive from us over the Internet or for any unauthorised access or use of that information. Although we will do our best to protect your personal data and take security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage.
  • We do not sell or pass any of your personal information to any other organisations and/or individuals without your express consent, with the following exceptions:
  • By providing us with your details you are giving KO your express permission to transfer your data to our service providers eg.Churchsuite, Jotform, MailChimp, and our central Kingdom Overflow mobile phone, to enable fulfilment of the purpose for collection. They each have their own privacy policy & data protection statement.
  • We do not intend to store or currently store financial details (credit or debit card numbers) obtained through online transactions. We do not store details online nor do we pass any information to third parties, except where we are legally required to do so, to assist fraud reduction, or to provide a service requested and minimise credit risks.
  • If you are a KO volunteer, we may also hold certain categories of sensitive information such as personal financial details, age, gender, marital status, date of birth, full employment and educational history, references, medical and criminal records. If you consider yourself a member of KO or one of our projects, you may have signed up for a ChurchSuite account and you will have therefore given us some of your personal information, such as name, address, date of birth, contact details and areas of the church and its events that you are interested in hearing more about.
  • Sensitive Personal Information: KO may collect and store sensitive personal information such as health information, religious information (church or event registration or attendance). Your personal information will be kept strictly confidential. It is never sold, given away, or otherwise shared with anyone, unless required, by law.
  • Your information will be held only for a reasonable period or as long as the law requires or permits.

Keeping details up to date

Please tell us as soon as any of your contact details change so that we can keep our records up to date.
You can change the way we contact you, or the kind of material we send you, at any time by contacting us by post, or email using the contact details below.
You can unsubscribe from our regular emails or texts at any time by using the ‘unsubscribe’ or ‘change preferences’ links on the email or texts you have received.
If you register with KO Mychurchsuite ( then you can personally log-on to your account and update your contact details.

Access to your information

You can request access to the personal information that KO holds about you by contacting Tom Lambert, contact details below. We will provide you with access to your personal information unless we are legally authorised to refuse your request.
If you wish to change personal information that is out of date or inaccurate at any time please contact us. KO will take reasonable steps to correct any of your information which is inaccurate, incomplete or out of date. If you wish to have your personal information deleted please let us know and we will delete that information wherever practicable. (We may refuse your request to access, amend or delete your personal information in certain circumstances. If we do refuse your request, we will provide you with a reason for our decision and, in the case of amendment, we will note with your personal information that you have disputed its accuracy.)
Please let us know if you leave KO and are no longer interested in our information and we will remove you from our database.

Our websites

Kingdom Overflow operates a main website, and associated sub-sites. Information that you provide through the websites may be recorded in different ways, and this policy describes Kingdom Overflow’s policy for handling that.By using this website you agree to this policy.
The information you provide is intended to be used in the context of the website and the activities Kingdom Overflow undertakes, and it’s not intended to be used outside that context.

Information collected when using our website

Account information
Where a registration facility is available, your details will be recorded and used to identify you in order to provide appropriate access to resources.
Application information
Other data may also be recorded (comments, contact information), which will be used in the context of the associated application.

Networking information
The Internet works by sending information between servers and clients (eg browsers) identified with ‘IP Addresses’. The IP addresses are logged together with time, page requested and browser type as part of the site’s normal operation, and are used to record general activity on the site. No direct personal information is stored.

All data is stored in the UK (except for a Twitter guest cookie and as mentioned in Google Analytics below, and email list subscription and management information – which is stored in the US).


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


Google Analytics
The website uses Google Analytics to determine how the site is used. Here is Google’s description of the privacy aspect of that:
“This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.”


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.