Privacy Notice

Who is the data controller

Precentor is a worship and choir planning tool provided to Church of England parishes. The data controller for your personal data is your church (the Parochial Church Council, or PCC), not Precentor as a service. Your church administrator is responsible for how your data is used within this service. Contact your church's administrator with data-related requests.

What personal data we collect

• Your name and email address (required to create an account)
• Your role in the church (Admin, Editor, or Member)
• Your voice part (Soprano, Alto, Tenor, Bass) — optional
• Your availability for services (Available, Unavailable, or Tentative)
• Whether you have been assigned to a service rota and whether you confirmed

We do not collect home addresses, phone numbers, or payment information.

Lawful basis for processing

We process your personal data on the basis of legitimate interests (UK GDPR Article 6(1)(f)) — specifically, the legitimate interest of your church in coordinating worship services, managing choir rotas, and organising its ministry. This is consistent with your voluntary membership of the church community and the reasonable expectations of church participants.

How long we keep your data

• Account and profile data: held while you are a member of at least one church on Precentor
• Availability and rota records: held for up to 12 months after the relevant service date, in line with Church of England guidance on record keeping for activities (Section 2.8 of CoE Safer Environment and Activities guidance)
• Invite records: automatically expire after 7 days

Your rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you — use “Download my data” in Account Settings
• Rectify inaccurate data — contact your church administrator
• Erasure (right to be forgotten) — use “Delete my account” in Account Settings
• Data portability — export your data as JSON from Account Settings
• Object to processing — contact your church administrator

Who we share your data with

• Supabase — authentication and database hosting
• Resend — transactional email delivery (invite notifications, rota reminders)
• Other members of your church with Admin access can see your name, email, role, and voice part

We do not sell your data or share it with third parties for marketing purposes.

External links

Your church administrator may add a link to an external sheet-music library (for example a Dropbox, Google Drive, or OneDrive folder) that appears on the Repertoire page. Clicking this link opens the third-party site in a new tab. That site has its own privacy policy and is not controlled by Precentor or the church. We suppress your browser's referrer header so the third party does not learn which Precentor page you came from, and we do not send your account details. If you have concerns about a particular link, contact your church administrator.

Security

Passwords are hashed using bcrypt and never stored in plain text. All connections use TLS encryption. Access to personal data is restricted by role-based access control — only members of your church can see your data, and only Admins can see email addresses.

Complaints

If you have concerns about how your data is handled, you may contact the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.