Last Updated: July 2026
At the Champions of Destiny Foundation (CODEF) UK (“we”, “our”, “us”), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website (codef.org.uk), contact us, use our food pantry, register for our training courses, or reach out to our virtual prayer line.
We operate in strict compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are (Data Controller)
CODEF UK operates as an Unregistered Charity (Unincorporated Association).
For the purposes of data protection laws, the Trustees of CODEF UK are the joint Data Controllers of your personal information. If you have any questions about this policy or how we handle your data, you can contact us at:
- Email: contact@codef.org.uk
- Website: codef.org.uk
2. The Types of Personal Data We Collect
We only collect the minimum amount of personal data necessary to support you and run our services safely. Depending on how you interact with us, we may collect:
A. General Enquiries and Website Visitors
- Name, email address, and any details you provide via our online contact form.
- IP address, browser type, and basic analytics data when you visit our website (used only to improve website performance).
B. The CODEF UK Prayer Line (Phone & WhatsApp)
- Your name, phone number, and WhatsApp profile details.
- Any personal details, life situations, or prayer requests you share with us.
- Please note: Prayer requests often contain Special Category Data (such as information about your physical/mental health or religious beliefs). We handle this data with the highest level of pastoral sensitivity and confidentiality.
C. The Community Food Pantry
- Name, contact details (phone number and/or email), and local address.
- Basic household information (number of dependents, specific dietary needs, or food allergies).
- We do not perform invasive financial audits; we gather this basic data solely to ensure we distribute food safely, fairly, and in accordance with local health guidelines.
D. Employability & Community Training Courses
- Name, contact details, and workshop registration preferences.
- For employability workshops: details about your work experience, education level, or CV drafts that you voluntarily share with us for feedback.
E. Volunteers and Supporters
- Contact details, emergency contacts, and background reference details.
- Where applicable (such as working with children or vulnerable adults on our prayer line or pantry), we will process Disclosure and Barring Service (DBS) check outcomes.
3. Our Lawful Bases for Processing Your Data
Under the UK GDPR, we must have a lawful basis to process your personal data. We rely on the following bases:
- Consent (Article 6(1)(a)): You have given us clear, active consent to process your personal data for a specific purpose (e.g., when you submit a prayer request, fill out a contact form, or sign up for our newsletter).
- Legitimate Interests (Article 6(1)(f)): Processing is necessary for our legitimate interests as a community-focused charity (e.g., managing pantry inventory, responding to volunteer enquiries, and running day-to-day operations safely).
- Special Category Data Consent (Article 9(2)(a)): Because prayer requests and dietary health requests involve sensitive personal information (such as religious beliefs or health data), we will only process this information with your explicit consent, which you provide when you voluntarily send us your requests.
4. How We Use Your Personal Data
We use your information strictly for the purposes it was provided, including to:
- Listen, offer scriptural encouragement, and pray for you through our Prayer Line.
- Manage our community food pantry distributions and ensure food allergen safety.
- Coordinate and deliver community training courses (Digital Skills, ESOL, First Aid, CV Building).
- Process volunteer applications and DBS checks.
- Send you news, updates, or podcast announcements (only if you have opted in to receive them).
- Fulfill our legal, safeguarding, and accounting obligations.
5. Sharing and Confidentiality
Your privacy is sacred to us. We will never sell, rent, or trade your personal data with any third party for commercial or marketing purposes.
We will only share your data in the following rare and specific circumstances:
- Consent: Where you have explicitly asked us to share your details (e.g., referring you to another local support agency).
- Safeguarding and Legal Duty: We may breach confidentiality and share your data with local authorities or emergency services if we believe there is an immediate risk of serious harm to you, a child, or a vulnerable adult, in accordance with our Safeguarding Policy.
6. How We Store and Protect Your Data
We take data security very seriously.
- Digital Data: Any digital records (such as email exchanges, website form submissions, and volunteer files) are kept on secure, password-protected cloud drives with two-factor authentication.
- Prayer Line Communications: Our WhatsApp Business account is password-protected and accessible only by authorised, trained volunteers.
- Physical Records: Any physical forms (such as pantry registration cards) are kept securely in locked storage and are accessed only by designated team members.
- Data Retention: We only keep your personal data for as long as necessary to fulfill the purposes we collected it for (e.g., we delete inactive prayer chat logs regularly to respect your privacy).
7. Your Data Protection Rights
Under UK data protection law, you have a number of rights regarding your personal data. You have the right to:
- Access: Ask us for copies of your personal data.
- Rectification: Ask us to correct any information you think is inaccurate or incomplete.
- Erasure (“Right to be Forgotten”): Ask us to erase your personal data in certain circumstances.
- Restriction: Ask us to limit how we process your data.
- Object: Object to us processing your personal data.
- Withdraw Consent: Where we rely on your consent to process your data (such as prayer requests or newsletters), you can withdraw your consent at any time.
To exercise any of these rights, please email us at contact@codef.org.uk. We will respond to your request within one calendar month, free of charge.
8. How to Complain
If you have any concerns about how we use your personal data, you can make a formal complaint directly to us at contact@codef.org.uk.
If you remain unhappy with how we have used your data, you have the right to complain to the UK’s data protection regulator:
- Information Commissioner’s Office (ICO)
- Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk
