Privacy policy

1.  Who We Are

Soul Sanctuary Gospel Choir with its body of singers, workshop facilitators and songbank is committed to bringing gospel music to new audiences and worship settings through singing in church, secular settings, by making recordings, hiring ourselves out for private functions and through making our resources available to other groups wanting to start their own gospel choirs and explore gospel music.  Soul Sanctuary Gospel Choir is a charitable incorporated organisation (CIO) registered in England Number: 1176630

This document sets out how we process your personal data and how you can get in touch with us if you have any question about how your personal data is used.  If you wish to make a complaint about how your personal information has been used, please contact us at:  Alternatively, you are entitled to raise a concern to the Information Commissioner’s Office (ICO) without first referring your complaint to us. See here for more information.


2. Definitions

a)  Personal data is information about a living individual which is capable of identifying that individual. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

b)  Processing is anything done with/to personal data, including storing it.

c)  The data subject is the person about whom personal data are processed.

d)  The data controller is the person or organisation who determines the how and what of data processing.

e)  The GDPR is the General Data Protection Regulation 2016/679 which governs the processing of personal data.


3. Your Personal Data.  How we collect it, store it and how we use it.

3.1 Site visitation tracking

Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor (see section 6.0 below).

GA makes use of cookies, details of which can be found on Googles developer guides. Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.

There are currently a number of other cookies on our website including a Facebook Pixel and Google Adsense pixel which we plan to disable over the coming weeks as we do not use the information that they provide.  They can be disabled by disabling cookies on your browser.  We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

3.2 Contact forms that store data on this website.

We collect data from three forms.  Information submitted to these forms is hosted on our secure website and the information is forwarded to our email system hosted by Google.  Every three months, the contents of the forms on our website is deleted.

We collect your name, email address, the reason for contacting us and your message.  Once your enquiry has been dealt with your details will be removed from the email account to which your enquiry was sent.

We collect your name, email address, the church or organisation that you are representing, your telephone number and message.  Once we have dealt with your enquiry and passed on the link to the songbank we will keep a record of your name, email address and reason for requesting a link to the songbank in an online spreadsheet hosted in our cloud system.

We collect your comments on the event that Soul Sanctuary Gospel Choir organised.  We may contact you to gain your consent so that we may make your comments publicl to help Soul Sanctuary’s promotion work.

3.3 Email newsletter

We collect email addresses from the following online forms: 

We may also add you to the mailing list if you give us your email address by another method and ask us to add it to the list.  We will keep a record of your request to show that we have gained your consent.

If you choose to join our mailing list, the email address that you submit to us will be forwarded to MailChimp who provide us with email marketing services. We consider MailChimp to be a third party data processor (see section 6.0 below). The email address that you submit will not be stored within this website’s own database.

Your email address will remain within MailChimp’s database for as long as we continue to use MailChimp’s services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list. 

If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.

While your email address remains within the MailChimp database, you will receive periodic (approximately every two months) newsletter-style emails from us.

We use a system of double opt-in for all our online forms.  This ensures that the address that has been submitted in the form is owned by the holder of that email address.

3.4 Social Media Accounts

When you engage with Soul Sanctuary Gospel Choir’s social media accounts, we might also obtain your personal data through your use of platforms such as Facebook, Twitter or Instagram Google Plus, Youtube or Linked In depending on your settings or the privacy notices of these social media and messaging services. To change your settings, please refer to their privacy notices which will tell you how to do this.

3.5  Payment Processing

We use the payment processor Paypal to process the sale of CDs on this website.  We use this service solely for the purpose of selling and sending out CDs.  Information is stored on Paypal’s servers.

3.6  Event Booking Websites

We use third party such as Eventbrite to manage bookings for our events.

3.7  Shortening Service

We use the shortening service Bitly to monitor internet traffic to the link represented in the shortened form.  Like Google Analytics, this enables us to evaluate our promotion and marketing strategies.


4.0 The lawful bases that we rely on for processing your personal data are:

4.1       You have provided your consent to us using your personal data for a specific purpose:\We will ask for your consent to use your personal data to send you electronic communications such as newsletters and emails.  You always have the right to withdraw your consent at any time.

4.2       It is necessary in connection with the performance of a contract with you:

Sometimes it is necessary to process your personal data so that we can enter into contractual relationships with you. For example, clients that we enter into agreements with we so that we can  lead a workshop or perform at an event will need to process personal data about your contacts to enable us to perform our agreement.

4.3       It is necessary for compliance with a legal obligation to which we are subject:

This would include where we have to retain certain records, for example. Or where we are required to disclose personal data to any regulators or law enforcement agencies.

4.4       It is within our legitimate interests.

Applicable law allows personal data to be collected and processed if it is reasonably necessary for our legitimate interests or a third party’s legitimate interests (as long as the processing is fair, balanced and does not unduly impact individuals’ rights). We will rely on this ground to process your personal data when it is not practical or appropriate to ask for your consent, and where we are confident that this will not impact your rights.

Our legitimate interests are achieving our mission and our website facilitates this mission.

When we process your personal data to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal data for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).



We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in section 2.0. All of these third parties are based in the USA and are EU-U.S Privacy Shield compliant.

Google (Privacy policy)

Mailchimp (Privacy policy)









We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.



The data controller of this website is: Soul Sanctuary Gospel Choir, a charitable incorporated organisation.

Whose registered office is:

89 Prince of Wales Mansions, Prince of Wales Drive, London, SW11 4BL.



Matthew Sexton




This privacy policy may change from time to time inline with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes.


10.1 Version Date

- V1 - Policy developed 25 May 2018