Privacy information

Sagacity Outreach Ministries is an outreach ministry of Sagacity Network Ltd. Sagacity Network Ltd is the data controller: the organisation that decides why and how your personal information is used. It is registered in England and Wales under company number 15712287, and its registered office is 36 Pendle Drive, Basildon, Essex, United Kingdom, SS14 3LT.

For any privacy question or request, use Contact & Support and choose “General enquiry”, or email hello@sagacitynetwork.net.

You can read the public pages, the blog and the Learning Centre without an account. Like any website, our hosting and database providers receive technical information such as your IP address, browser details and the time of each request so that pages can be delivered and protected. We do not use advertising or analytics cookies. The cookies we do use are described in the Cookie information.

To limit abuse of the contact, registration and comment forms, we combine one of three things with a secret key: your IP address; for signed-in actions, your account identifier; or, to limit how many confirmation emails the registration form sends to one address, your normalised email address. We keep only a one-way hash of the result, which cannot be turned back into the original. These records are deleted once they are more than 24 hours old; the clean-up runs whenever one of these forms is used.

When Sagacity Outreach Ministries's visit counting is switched on, we use PostHog, on servers in the EU, to count how many people visit Sagacity Outreach Ministries each day. This works without cookies, and counting visits does not store anything on your device. Each visit sends the address of the page you are on, with any query strings and fragments removed, and the name of the website you came from (the site name only, not the page). It also sends basic details about your device and browser: the device type, the browser and its version, the operating system, screen and window size, time zone and language. It does not collect your name, your email address, what you type, or the content of your pages. PostHog receives the network (IP) address of your device with each visit and uses it only to tell visits apart; it turns the address into a scrambled code and does not keep the address. If you are signed in and you choose Accept, we also count how many different members use Sagacity Outreach Ministries each week. We do this using a private code made from your member number and a secret key that only we hold, so PostHog never receives your name or email address. If you make a choice, your device remembers it: it stores your Accept or Decline, the date and time, and a short code that only means something to us. Because we hold the key, the code can be matched back to you by us, so we treat it as personal data. If you are signed in, you can choose Decline, or change your mind, at any time using Analytics choices (in the site footer); choosing Decline stops all counting for you on this device (if you sign in on another device, you are asked there). People who are not signed in are counted anonymously and do not currently have a way to opt out. We keep visit counts for 12 months.

When you send an enquiry we receive your name, email address, telephone number (optional), the type of enquiry, your message and, if you are asking about a group, the name of that group. We record the time you gave consent and give your enquiry a reference.

Enquiries are handled in the Contact Centre, a private area of the Leadership Hub. Founders, administrators and ministry leaders can see every type of enquiry; care leaders can see only prayer and pastoral enquiries. Leaders may assign an enquiry to a named leader, update its status, set follow-up reminders with short notes and record short summaries of how they responded, such as an email, call, meeting, prayer response or referral.

The contact form is not an emergency service and is not monitored continuously. If someone is in immediate danger, call 999. See the Safeguarding policy.

To register for Speak, Lord we need your name and email address and your agreement to the registration consent statement. Your telephone number, church or fellowship, ministry role and any access or dietary requirements are optional. We record how you will attend, the time you registered and consented, a registration reference and whether your place is confirmed.

We email you a link to confirm your place, which expires after 48 hours. We also keep a contact record with your name, email address, telephone number and church, which links your event registrations and records your ministry-update choice. The event team may record your check-in on the day and keep event notes and tasks. Authorised leaders and the event team can view registrations, and authorised event leaders can export an event’s registration list.

We keep a log of the emails we send you about an event: the subject, whether it was sent and the email provider’s message reference.

If you choose to attend an event online, we send your name and email address to Zoom to register you for the meeting. Zoom returns a registrant reference, which we keep, and a personal join link, which we include in your confirmation email. When you join, Zoom handles your participation under its own privacy terms.

For online gatherings of a ministry group, the meeting link and any meeting ID or passcode are shown only to approved members of that group in the Member Hub.

Accounts are created by invitation. When a leader invites you to a group, or an administrator invites you to an account, they give us your name and email address, and we record who sent the invitation, when it expires and whether the email was sent. A group invitation link works for one hour.

Sign-in is provided by Supabase Auth. We hold your email address, a display name, your account status and the time you last signed in. You sign in with a password, and you can reset it using a secure link sent by email. Passwords are handled by Supabase Auth and are never visible to ministry leaders.

Leadership roles and access to groups are granted separately from sign-in. When an administrator changes a person’s leadership access, group membership or account status, we keep a permanent record of who made the change, when, what changed and the reason given.

For each group you belong to we record your membership status, how you joined, when you joined or left, and the version of the group guidelines you accepted and when. Accepting a group’s guidelines is an agreement to its standards; it is not consent for any other use of your information.

A group’s member list shows your display name to other members only if your visibility has been switched on. It is off by default; ask us through Contact & Support if you would like it changed. The Learning Centre does not currently record your progress through learning sessions.

A group feed is visible only to that group’s current members and leaders. When you take part we store your posts and comments, any images and captions you upload, any YouTube links you share, your reactions (like, love, pray or encourage) and any reports you make, each with your account and the time.

Images are checked and re-encoded before they are stored, which removes embedded information such as camera and location details. They are kept in private storage and shown only to the group’s members through the site. Images uploaded but never posted are removed automatically.

The group’s leaders and moderators can see reports and the reasons given, and can remove posts and comments. When a post or comment is deleted or removed, its text, links and images are cleared, and its images are deleted from storage. We keep a record of feed actions without their content, and a record of when each action happened so that we can limit how often it can be repeated.

You need to be signed in to comment on the blog. We store your comment, the name shown with it (your display name, or the name you enter if we do not hold one), your account and the time of each change. Approved comments are public.

Your first comment waits for a leader to approve it; later comments appear straight away. Leaders can approve, hide or delete comments, and we record who moderated a comment and when. You can edit your own comment while the post is open for comments, and delete it at any time. We keep a record of comment activity, such as when a comment was created, edited, approved or deleted, without its text.

Ministry updates are optional emails with ministry news, teaching resources and future event announcements. Registering for an event never signs you up. We send them only if you ask to receive them and then confirm your request using the link in the confirmation email we send you. We record your request, when you confirmed it and the version of the wording you agreed to.

If you agreed to receive updates under our earlier wording, we will not send you ministry updates until you have confirmed again under the current wording. To do this, register for an event while registration is open, using the same email address (register again if you have already registered), and tick the optional ministry-updates box. We then email a new confirmation link to that address, at most one email in each ten-minute period. Confirmation links in our earlier emails can no longer be used to sign up.

Every ministry update includes an unsubscribe link, and email programs that offer a one-click unsubscribe button can use it. When you unsubscribe, or if an email to you bounces or is marked as spam, we stop sending you updates and record that choice so that we do not email you again. Our log of the updates already sent to you (your name, email address and whether each was delivered) is kept until a retention period is approved, and you can ask us to delete it. We cannot recall an email that has already been delivered. Messages about an event you have registered for are separate and continue.

Leaders can also send practical messages and one-to-one emails. These are not ministry updates and are described in the next section.

Leaders organise contact records with tags, such as the name of a course, a team or an event, so that they can find and email the people involved. Leaders are asked not to create tags that reveal health, grief, safeguarding or other private matters. A ministry leader or course leader sees only the people linked to events they lead or help with, and people a founder or administrator has placed in one of their tags. Founders and administrators can see every contact record.

A leader can send a practical message to everyone with chosen tags, whether or not they have agreed to ministry updates. A practical message is only about arrangements for something you are already taking part in, such as a change of time or room, and contains no news, appeals, fundraising, promotion or invitations to new activities. It says why you are receiving it, and you can ask us to stop by replying to it. A leader can also send you a one-to-one email about a personal or practical matter. Replies to both go to our ministry inbox, hello@sagacitynetwork.net.

If you ask us not to email you, a founder or administrator marks your record “Do not email”. This stops ministry updates, practical messages and one-to-one emails. Emails about an event you have registered for and about your account continue. If an email to you bounces, is marked as spam, or our email provider stops delivering to your address, we stop sending ministry updates, practical messages and one-to-one emails to that address.

We keep the tags on your record and who added them; each practical and one-to-one email sent to you, with its subject, message, sender, the time it was sent and whether it was delivered; and a history of tag changes, “Do not email” changes and one-to-one emails, which does not include what the emails said. No fixed period has been set for these records yet.

The Speak, Lord page shows an embedded Google map, which loads from Google as you scroll towards the venue section. Google then receives technical information, including your IP address, and may set cookies under its own terms.

A YouTube video in a group feed loads only when you choose “Load video”, and then plays through YouTube’s privacy-enhanced mode (youtube-nocookie.com). YouTube then receives technical information, including your IP address. Links to Google Maps, YouTube and Zoom take you to those services, whose own privacy terms apply.

• Providing what you ask for: creating and securing your account, running the groups you join, reserving and administering your event place, registering you with Zoom when you choose online attendance, and showing your contributions to their audience. We rely on this being necessary to provide the service you have asked for.
• Responding to enquiries and running the ministry safely: answering and following up enquiries, keeping contact and event records, moderating feeds and comments, limiting abuse, keeping audit records and protecting people and the service. We rely on our legitimate interests in running a safe, accountable ministry, balanced against your rights.
• Ministry updates: we rely on your consent, which you can withdraw at any time by unsubscribing.
• Practical messages and one-to-one emails: organising contact records with tags, emailing you about arrangements for something you are already taking part in, and a leader emailing you about a personal or practical matter. We rely on our legitimate interests in keeping in touch with the people we work with about what they are involved in. You can object at any time by replying to the email or contacting us. We will then mark your record “Do not email” and, if you ask, remove the tags on your record.
• Visit counting: our legitimate interest in understanding how Sagacity Outreach Ministries is used; the weekly member count: your consent, which you can withdraw at any time using Analytics choices.
• Legal duties and protecting people: meeting a legal obligation, establishing or defending legal claims, or protecting someone from serious harm.

Some information may reveal your religious beliefs or health, for example a prayer or pastoral enquiry, membership of a Christian group, or access and dietary needs. The contact and registration forms ask for your explicit consent before you send such information, and you can withdraw it at any time without affecting earlier use. In groups, feeds and comments you decide what to share and with whom; we use it only to run that group, feed or blog and do not disclose it outside the ministry except as described here or where the law requires or permits it to protect someone.

Inside the ministry, access is limited by role to the leaders who need it. Other members of a group see your posts, comments, reactions and display name in that group. Anyone can see an approved blog comment and the name shown with it.

We use these service providers, which process information on our instructions:

• Supabase: our database, sign-in and file storage;
• Vercel: hosting and delivering the website;
• Resend: sending our emails, including event confirmations, invitations, ministry updates, practical messages and one-to-one emails, and telling us whether they were delivered;
• PostHog: counting visits to the website, on servers in the EU, as described under “Counting visits”;
• Zoom: registration for, and hosting of, online events and gatherings.

Google and YouTube receive information only as described above for maps and videos. Some of these providers are based outside the UK or use subcontractors outside the UK. Where your information is transferred outside the UK, we rely on the transfer safeguards that UK law requires, set out in each provider’s data-processing terms; you can ask us for details.

We do not sell personal information or use it for advertising. We may disclose the minimum necessary information where the law requires it, to protect someone from serious harm or to establish, exercise or defend a legal claim.

The site is served over encrypted connections. Database rules restrict each record to the people entitled to see it, and signing in alone never grants access to ministry records. Confirmation and unsubscribe links are stored only as one-way hashes. Pages that carry one-time links tell your browser not to pass the address to other sites, and private pages are not stored in shared caches. A deactivated account cannot sign in, and a session that was already open loses access to protected pages.

These time limits are built into the site:

• rate-limit records are deleted once they are more than 24 hours old;
• an event confirmation link expires after 48 hours, a group invitation link after one hour and the member password-recovery cookie after 10 minutes;
• group invitation records carry a retention review date 90 days after they are created;
• Speak, Lord registration and attendance records have a retention review date of 21 February 2027, three months after the event;
• images uploaded to a group feed but never posted are deleted automatically, and the images of a deleted or removed post or comment are deleted from storage;
• a deleted blog comment is removed completely, and blog comments are deleted automatically if the account that wrote them is deleted.

We have not yet set fixed periods for other records, including enquiries and Contact Centre notes, contact records, other event records, accounts, group memberships, group feed content, ministry-update records, ministry-update delivery logs, contact tags, practical and one-to-one email records, “Do not email” records and audit records. We keep them only while they are needed for the purposes above and will update this notice when periods are set. An account that has been used is deactivated rather than deleted, so that its ministry history remains accurate; an unused account can be deleted. After you unsubscribe from ministry updates, we record that choice so that we do not email you again, and our log of the updates already sent to you (your name, email address and whether each was delivered) is kept until a retention period is approved. You can ask us to delete your information at any time.

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict how we use it, to receive it in a portable format and to object to how we use it. Where we rely on your consent, you can withdraw it at any time without affecting earlier use.

Your right to object: where we rely on legitimate interests, you may object to that use of your information. We will stop unless we have compelling legitimate grounds to continue or need the information for a legal claim.

To exercise any right, use Contact & Support and choose “General enquiry”, or email hello@sagacitynetwork.net. We may ask for proportionate proof of identity before releasing information, and we normally respond within one month. We do not make decisions about you by solely automated means that have legal or similarly significant effects.

If you are unhappy with how we have handled your information, please tell us first. A data-protection complaint will be acknowledged within 30 days; see the Complaints and concerns policy. You also have the right to complain to the Information Commissioner’s Office.

Member accounts, ministry groups and blog comments are for people aged 18 or over.

When this notice changes, the version and date at the top of the page will change. Where a change significantly affects how we use information you have already given us, we will tell you before it takes effect.