Events Centre Enquiry Privacy Notice

Last updated: 28 July 2026

This notice explains how personal information submitted through the Open Heavens Events Centre Dundee enquiry form is used and retained.

Who is responsible for your information?

The data controller is The Redeemed Christian Church of God (Open Heavens Christian Centre) Dundee, Scottish Charity SC039904. Our correspondence address is 13 Graham Street, Dundee DD4 9AB. You can contact us about this notice at events@rccgdundee.org.uk or on 01382 250270.

What information do we collect?

Your name, email address and telephone number.
Your preferred event date, event type, estimated number of guests, hall and hire-package preferences, and whether kitchen access may be required.
Any additional information you choose to include in your message.
The date and time of submission and a record that you acknowledged this privacy notice.

Please give us only the information needed to discuss the proposed event. If you need an accessibility adjustment, describe the practical adjustment required rather than providing a medical diagnosis or detailed health information.

Why do we use it?

To respond to your enquiry, check availability and suitability, arrange a visit, discuss requirements and take steps you request before a possible hire contract. Our lawful basis is that the processing is necessary to take steps at your request before entering into a contract.
To protect the website and enquiry process from spam, abuse and security threats. Our lawful basis is our legitimate interest in operating a secure and reliable enquiry service.
If a booking proceeds, to administer the agreement, payments and event and to meet accounting, safety and other legal obligations. Our lawful bases are contract and legal obligation.
Where necessary, to establish, exercise or defend legal claims. Our lawful basis is our legitimate interest in protecting the charity and its legal rights.

We do not use enquiry information for unrelated marketing, and we do not make automated decisions or profile people using the enquiry form.

Who can see the information?

Access is restricted to authorised church and Events Centre personnel who need the information to handle enquiries or bookings. Our website-hosting and email-service providers may process it on our behalf. We may also disclose relevant information to professional advisers, insurers, regulators, emergency services or law-enforcement bodies where this is necessary and lawful.

International processing

Some technology or email providers may process information outside the United Kingdom. Where this happens, we use a provider or arrangement that offers a lawful transfer mechanism, such as an applicable UK adequacy regulation or approved contractual safeguards.

How long do we keep enquiry records?

Enquiries that do not become bookings: normally 12 months after the last meaningful contact, then deleted from the active WordPress enquiry list and relevant email records.
Enquiries that become bookings: the information needed for the booking is transferred to the booking record. The standalone website enquiry should be deleted within three months after that transfer. Contract, payment and accounting records are normally retained for six years from the end of the financial year to which they relate.
Test, duplicate and spam records: deleted promptly and normally within 30 days.
Information may be kept longer where a legal claim, incident, safeguarding matter, regulatory requirement or insurance issue makes this necessary. Routine backup copies expire in accordance with the relevant provider’s backup schedule.

Your rights

Depending on the circumstances, you may have the right to ask for access to your personal information, correction of inaccurate information, deletion, restriction, data portability or to object to processing based on legitimate interests. These rights are not absolute, and a legal obligation or other lawful reason may require us to keep or continue using some information.

To exercise a right or ask a question, contact us at events@rccgdundee.org.uk, telephone 01382 250270, or write to the correspondence address above. We may need to confirm your identity before responding.

Complaints

Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

Changes to this notice

We may update this notice if the enquiry process, service providers or legal requirements change. The date at the top shows the current version.