Privacy Policy

1. Who We Are

Warsaw Ethiopian Christian Fellowship ("we", "us", "our") is a Christian community based at Naddnieprzańska 7, 04-205 Warszawa, Poland. We operate the member portal at wetcf.com. As a data controller under the General Data Protection Regulation (GDPR), we are responsible for the personal data you provide to us.

Contact us about data matters: info@wetcf.com

2. What Data We Collect

When you register as a member, we collect:

• Full name — to identify you within the fellowship community
• Email address — to send you fellowship announcements, book reminders, and account notifications
• Phone number (optional) — so your BUS group leader can contact you
• Password — stored as a secure cryptographic hash; we never see your actual password

We also automatically collect session cookies (small text files) when you log in. These are strictly necessary for the member portal to function and do not require separate consent under GDPR.

3. Why We Process Your Data

We use your data for the following purposes:

• Managing your fellowship membership account (legal basis: your consent at registration)
• Sending fellowship announcements, event reminders, and pastoral care notifications (legal basis: legitimate interests of the fellowship community)
• Recording attendance to support pastoral follow-up for absent members (legal basis: legitimate interests)
• Managing library book loans and sending return reminders (legal basis: performance of a service you requested)
• Facilitating BUS group communication and pastoral care (legal basis: legitimate interests)

4. Who Has Access to Your Data

Within the fellowship, only Guardians (fellowship leaders) have access to all member data. BUS group leaders can see the names and contact details of members in their group. Regular members can see only their own data.

We use the following third-party services to operate the portal. Each is bound by its own GDPR-compliant data processing agreements:

• Railway (railway.app) — database hosting in the EU
• Vercel (vercel.com) — website hosting and serverless functions
• Namecheap PrivateEmail — email delivery from info@wetcf.com
• Vercel Blob — storage for uploaded images and documents

We do not sell, rent, or share your personal data with any other third parties.

5. How Long We Keep Your Data

We keep your personal data for as long as you are a member of the fellowship. If you request deletion of your account, we will delete your personal data within 30 days. Attendance records may be retained in anonymised form for statistical purposes.

6. Your Rights Under GDPR

As a resident of the EU/EEA, you have the right to:

• Access — request a copy of the personal data we hold about you
• Correction — update your name, email, or phone from your Profile page
• Deletion — delete your account from your Profile page, or email us at info@wetcf.com
• Objection — object to processing based on legitimate interests
• Portability — request your data in a machine-readable format
• Withdraw consent — at any time, without affecting lawfulness of prior processing

To exercise any of these rights, email info@wetcf.com. We will respond within 30 days. You also have the right to lodge a complaint with the Polish data protection authority (UODO) at uodo.gov.pl.

7. Security

We take reasonable technical and organisational measures to protect your data. Passwords are stored using bcrypt hashing (never in plain text). All data is transmitted over HTTPS. Access to the database is restricted to authorised personnel only.

8. Changes to This Policy

We may update this policy from time to time. The date at the top of this page will reflect any changes. Significant changes will be communicated via a fellowship announcement.