Privacy Policy
Content
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Your personal data belongs to you. This policy explains clearly and honestly how The Ark Pavilion collects, uses, and protects it. We keep things simple because trust is built through transparency, not small print.
Quick Reference
Key facts about what we collect, why, and how long we keep it.
What we collect
Enquiry contact details
Booking records
Payment information
House of Praise membership status
Website analytics data
Event correspondence
Why we collect it
To respond to your enquiry
To manage your event contract
For billing and financial records
To apply member discounts
To improve site performance
To support booking coordination
This Privacy Policy explains how The Ark Pavilion collects, uses, and protects the personal data of everyone who contacts us, submits an enquiry, makes a booking, or uses our website.
It applies to commercial clients, community organisations, faith groups, and House of Praise members. Where we collect data in other contexts, we will provide a separate notice at the point of collection.
This policy is published in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We review it regularly and update it when our practices change.
2 Who We Are
The data controller for all personal data processed under this policy is:
RCCG House of Praise Christian Centre
Trading as The Ark Pavilion
14 Adams Street, Nechells, Birmingham, B7 4LT
enquiries@thearkpavilion.com
As data controller, we determine how and why your personal data is processed. If you have any questions about this policy or wish to exercise your rights, please contact us at the address above.
3 Personal Data We Collect
The personal data we collect depends on how you interact with us. This may include:
- Your name and, where relevant, the name of your organisation or ministry
- Contact details: email address, telephone number, and postal address
- Event details: event type, expected attendance, preferred dates, room requirements, and technical needs
- Booking and payment information: billing details processed securely through our booking system; we do not store full card details
- House of Praise membership status, for the purpose of applying member discounts or referral rewards
- Communications you send us by email, telephone, or through our online forms
- Website technical data: IP address, browser type, pages visited, and session duration, collected automatically when you use our site
4 How We Use Your Personal Data
We use your personal data only for the purposes set out below:
- Responding to enquiries and providing quotations
- Processing and managing confirmed bookings, from initial agreement through to post-event follow-up
- Issuing invoices and processing payments
- Coordinating event logistics, including setup requirements and technical support
- Administering House of Praise member services, discounts, and referral programmes
- Administering House of Praise member services, discounts, and referral programmes
- Communicating relevant updates about your booking or enquiry
- Improving our website and booking systems through anonymised analytics
- Meeting our legal and financial record-keeping obligation.
We do not use your personal data for automated decision-making or profiling, and we do not use it for marketing without your explicit consent.
5 Our Lawful Basis for Processing
Legitimate interests: handling pre-booking enquiries and website analytics, where our interest in operating the venue is balanced against your rights
- Legitimate interests: handling pre-booking enquiries and website analytics, where our interest in operating the venue is balanced against your rights
- Contract: processing necessary to perform a confirmed booking agreement, or to take steps at your request before entering into one
- Legal obligation: maintaining financial and tax records as required by HMRC and applicable law
- Contract: administering House of Praise member services, discounts, and referral rewards where a membership arrangement is in place
- Consent: where we send marketing communications or use non-essential cookies, we rely on your freely given, specific consent, which you may withdraw at any time.
Where we rely on legitimate interests, we have assessed that our interests do not override your fundamental rights and freedoms.
6 Who We Share Your Data With
We do not sell, rent, or trade your personal data. We share it only in the following limited circumstances.
Internal teams: authorised staff and volunteers involved in venue operations, administration, and event coordination access your data on a need-to-know basis only.
Third-party processors: we use a small number of trusted service providers to operate our booking platform (ArkHub), process payments, send communications, and host our website. These providers act as data processors under written agreements and may not use your data for any other purpose.
Legal disclosure: we may share data with regulators, law enforcement, or other authorities where required by law or in response to a valid legal request.
International transfers: where any processor operates outside the United Kingdom, we ensure appropriate safeguards are in place, including the UK International Data Transfer Agreement or equivalent adequacy protections.
7 How Long We Keep Your Data
We retain personal data only for as long as necessary for the purpose for which it was collected, or as required by law.
- Enquiry data where no booking was made: 12 months from the date of last contact
- Confirmed booking records, including contracts, invoices, and event correspondence: 7 years from the date of the event
- Payment records: 7 years, in line with HMRC financial record-keeping requirements
- House of Praise member data: for the duration of active membership, plus 2 years
- Website analytics data: 13 months on a rolling basis
When data is no longer required, it is securely deleted or permanently anonymised.
8 Your Data Protection Rights
Under UK GDPR, you have the following rights:
- Right of access: you may request a copy of the personal data we hold about you
- Right to rectification: you may ask us to correct inaccurate or incomplete data
- Right to rectification: you may ask us to correct inaccurate or incomplete data
- Right to restriction: you may ask us to pause processing in certain circumstances, for example while a dispute is resolved
- Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request your data in a structured, machine-readable format
- Right to object: you may object to processing based on legitimate interests; we will consider your objection and cease processing unless we have compelling grounds that override your interests
- Right to withdraw consent: where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing
- Right not to be subject to solely automated decisions: you have the right not to be subject to a decision based solely on automated processing that produces significant effects
To exercise any of these rights, contact us at enquiries@thearkpavilion.com. We will respond within one calendar month. We may ask you to verify your identity before processing your request.
9 Cookies
Our website uses essential cookies only. These are strictly necessary for the site to function and cannot be switched off. They do not collect information that could identify you personally and are not used for advertising, tracking, or profiling.
Our website uses essential cookies only. These are strictly necessary for the site to function and cannot be switched off. They do not collect information that could identify you personally and are not used for advertising, tracking, or profiling.
You can manage or disable cookies through your browser settings. Please note that disabling essential cookies may affect the functionality of certain features on our site. For guidance on managing cookies, visit www.aboutcookies.org.
10 How We Protect Your Data
We take the security of your personal data seriously. The measures we have in place include:
- We take the security of your personal data seriously. The measures we have in place include:
- Access controls that limit data access to authorised staff only
- Secure transmission of data using encryption where appropriate
- Regular review of our data handling and storage procedures
- Staff awareness of their data protection responsibilities
- Staff awareness of their data protection responsibilities
Contractual obligations on third-party processors to maintain equivalent security standards
11 Complaints
If you have a concern about how we have handled your personal data, we would welcome the opportunity to address it. Please contact us in the first instance at enquiries@thearkpavilion.com.
If you remain dissatisfied after contacting us, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection authority.
Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12 Changes to This Policy
We may update this policy from time to time to reflect changes in our practices, the services we offer, or applicable law. When we make significant changes, we will update the effective date at the top of this document.
We encourage you to review this policy periodically. Continued use of our website or services after any update constitutes acceptance of the revised policy.
13 Contact Us
For any questions, requests, or concerns relating to this policy or the way we handle your personal data, please get in touch.
Get in touch
By email: enquiries@thearkpavilion.com
By post: Data Enquiries, The Ark Pavilion, 14 Adams Street, Nechells, Birmingham, B7 4LT
We aim to respond to all data-related enquiries within five working days.
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