F12 Privacy and Cookie Policy
Scope of privacy policy: This clause applies to personal information processed by F12 through the Website and associated online services, including general browsing, enquiries, subscriptions, registrations, event-related communications, applications, complaints, safeguarding reports, correspondence and other information voluntarily submitted to F12. Additional or more specific notices may apply to an Event, booking platform, safeguarding report or other service. If a specific notice or mandatory local law provides greater protection, it prevails to the extent of any inconsistency.
Website use and general information submissions: F12 may process technical, usage and security information reasonably required to operate, secure, maintain and improve the Website. Where a user voluntarily submits information, F12 may receive, record, use and respond to that information for the purpose apparent from the submission, to administer F12’s affairs or the requested service or transaction, to communicate with the user, to comply with law and to protect F12’s legitimate rights and interests. Access to the Website or voluntary submission of information constitutes acceptance of the contractual Website Terms and a request that F12 deal with the submission. It does not constitute blanket privacy consent where applicable law requires another lawful basis, separate consent or an additional condition for sensitive personal information.
Event registrations and booking platforms: Event registration may take place through a third-party booking platform used by the relevant local Event Host. The Event Host is ordinarily the primary organiser and may independently determine how registration information is processed. The booking platform may also act as an independent controller or service provider under its own terms and privacy notice. F12 may receive or use relevant registration information where reasonably necessary for event administration, communications, safeguarding, governance, risk management or another stated and lawful purpose. Event Participants must read the applicable Four12 Event Terms and Conditions, Event Host information, booking-platform terms and privacy notices before registration.
Responsible parties, controllers and local churches: Four12 Global NPC, registration number 2013/154528/08, of 12 Wingate Crescent, Sunningdale, Cape Town, South Africa, is the responsible party or controller only where it determines the purposes and means of the relevant processing. Safeguarding enquiries may be directed to safeguarding@four12global.com and privacy enquiries to the Information Officer or Data Protection Officer at privacy@four12global.com or +27 21 557 6020. A local partnering church, Event Host, booking platform or other organisation that independently determines how and why information is processed acts as a separate responsible party or controller and bears responsibility for its own privacy information and legal compliance. Mere association with F12 does not make F12 responsible for information processed by a local church. Nothing in these Terms creates or admits a joint-controller relationship; any such relationship arises only if established by the facts and applicable law, and is limited to the specific processing activity concerned.
General processing purposes: F12 may process personal information to operate and secure the Website; respond to enquiries and communications; administer its affairs, applications, registrations, resources and requested services; facilitate or support events; maintain appropriate financial, transaction, governance and compliance records; prevent fraud, misuse and security incidents; manage legal claims and professional advice; and communicate information reasonably connected with the relationship or service requested by the user. Where the user requests or consents to direct electronic marketing, F12 may send such communications subject to the user’s applicable statutory right to object or unsubscribe.
Information processed: Information may include identity and contact details, location, church affiliation, family and relational information, allegations, witness details, correspondence, supporting documents and other information relevant to a concern. A safeguarding report may also contain information relating to children or vulnerable persons, religious or philosophical beliefs, health, medical treatment, disability, mental health, alleged misconduct, criminal allegations, convictions, offences or protective measures. By submitting such information, the user requests and, where consent is the applicable lawful basis, consents to F12 processing it to the extent reasonably necessary for the purposes disclosed in these Terms or the applicable privacy notice. Processing may also occur where another lawful basis and any additional condition applicable to sensitive, special-category, child or criminal-offence information is available.
Event and general Website information: Depending on the relevant interaction, F12 may process name, identity and contact information; account or subscription information; church affiliation; event registration and attendance information; information concerning family members, children or persons registered by the user; accessibility, dietary or emergency information voluntarily provided for an event; payment or transaction confirmation received from a payment or booking provider; correspondence; preferences; consent or acknowledgement records; IP address, device, browser, log, cookie and security information; and other information reasonably connected with the relevant service. The user requests and, where consent is the applicable lawful basis, consents to that processing for the disclosed purposes, subject to applicable law.
Lawful grounds: Depending on the circumstances and applicable law, processing may be based on consent, performance of a requested service, compliance with a legal obligation, protection of vital interests, legitimate interests in safeguarding and organisational governance, substantial public interest, protection of children or adults at risk, or the establishment, exercise or defence of legal claims. The user acknowledges that agreement to these Terms is not, by itself, the lawful basis for every processing activity and that F12 may rely on any lawful basis available in the circumstances.
Contractual acceptance and consent: Acceptance of these Terms establishes the contractual rules governing use of the Website and any transaction or service that expressly incorporates them. It may also evidence that the user requested F12 to deal with information voluntarily submitted for the stated purpose. It is not a substitute for privacy consent where consent is specifically required by law. Where F12 relies on consent, you freely and specifically consent, on an informed basis, to F12 processing your personal information for the purposes disclosed to you, and you may withdraw that consent without affecting the lawfulness of processing undertaken before withdrawal. F12 may continue processing after withdrawal where another lawful ground applies.
POPIA notice — South Africa: Under the Protection of Personal Information Act 4 of 2013, F12 processes personal information for the safeguarding, administration, service, event, product and media purposes described in these Terms or an applicable notice. By submitting information, the user requests that processing and, where consent is the applicable lawful basis, consents to the processing of personal information, special personal information and information concerning children for those disclosed purposes. F12 may also process such information where authorised by POPIA, another law, a competent authority or an applicable exception. Information may be obligatory where reasonably required to assess or respond to a safeguarding concern, and insufficient information may prevent or limit assessment, referral, investigation or feedback. Any statutory rights of access, correction, deletion, objection, withdrawal or complaint remain subject to POPIA and lawful restrictions.
GDPR, UK GDPR and Isle of Man notice: Where the EU GDPR, UK GDPR, Isle of Man data-protection law or equivalent European rules apply, F12 may process personal data on any lawful Article 6 basis available in the circumstances and, where relevant, under an applicable Article 9 condition. Information about alleged criminal conduct, convictions, offences or related measures may be processed to the extent permitted by Article 10 and applicable domestic law. By submitting information, the user requests that F12 process it for the disclosed purposes and, where consent is relied upon, gives specific and informed consent capable of withdrawal. Statutory rights and response periods remain governed by applicable law and lawful exceptions. The safeguarding form does not make decisions producing legal or similarly significant effects solely by automated means.
Personal data notice — Russian Federation: If a person is located in the Russian Federation when submitting information, the safeguarding portal is operated by F12 from South Africa. The user acknowledges that a report may contain religious, health, disability, mental-health, family, child, vulnerable-person, misconduct and criminal-allegation information and requests and, where consent is the applicable lawful basis, consents to F12 processing that information for the safeguarding, legal, governance, advice and claims purposes described above. The user also consents, to the extent legally effective, to transfer and processing in South Africa and other countries in which F12, partner churches, professional advisers, safeguarding specialists or service providers operate, including through cloud-based systems. Processing remains subject to any mandatory Russian localisation, consent, notification or transfer restriction that cannot lawfully be excluded. F12 may require an alternative reporting channel or suspend a transfer pending legal review.
International privacy notice: For reports connected with Australia, Brazil, Canada, Fiji, India, Kenya, Malawi, Namibia, New Zealand, the Philippines, Switzerland, Taiwan, Uganda, the United States, Zambia, Zimbabwe or another jurisdiction outside South Africa, the user requests and, where consent is the applicable lawful basis, consents to personal information being processed in South Africa and in other countries where F12, its service providers, advisers or partner churches operate. Processing remains subject to mandatory local requirements that cannot lawfully be excluded, including those concerning children, sensitive information, criminal allegations, storage, breach notification, data-subject rights and international transfers. Any statutory rights remain subject to applicable law and lawful restrictions.
United States supplement: Where a concern relates to activities, churches, ministry operations, individuals or events in the United States, the user requests and, where consent is the applicable lawful basis, consents to processing for safeguarding, child protection, misconduct assessment or investigation, legal compliance, mandatory reporting, risk management, insurance, governance and related purposes. Applicable federal and state law governs reporting duties, confidentiality, privilege, retention, notice, consumer or data-subject rights and any additional protection for children, health information, biometric information, criminal records or other sensitive data. No representation is made that a single US privacy regime applies in every state, and F12 may obtain state-specific advice where considered necessary.
Local-church members and visitors: F12 does not process all information relating to members or visitors of local partnering churches merely because those persons attend or associate with a local church. A local church is ordinarily responsible for its own membership, visitor, pastoral, ministry, volunteer, children’s programme, event and local safeguarding records. Where a member, visitor or other person submits information to F12, requests or authorises a local church to share information with F12, or uses a service that expressly incorporates these Terms, that person acknowledges that the applicable privacy information has been made available and, where consent is the applicable lawful basis, consents to F12 receiving, using, retaining, sharing and transferring the information for the purposes disclosed in these Terms or the applicable privacy notice. F12 may also process the information without consent where another lawful basis applies.
Sharing and confidentiality: The user authorises and, where consent is the applicable lawful basis, consents to F12 disclosing relevant information on a need-to-know and proportionate basis to partnering Four12 churches, Event Hosts, service providers, safeguarding personnel, affected persons where fairness requires an opportunity to respond, professional advisers, independent investigators, insurers, regulators, law-enforcement agencies, social-service organisations, courts and other competent authorities. The user acknowledges that confidentiality cannot be absolute and that F12 may disclose information where reasonably considered necessary or lawful for the disclosed purposes, subject to applicable law.
International transfers: The user requests and, where consent is the applicable lawful basis, consents to information being transferred across borders where reasonably connected with the stated purposes and permitted by applicable law. F12 may select and use any legally available transfer mechanism or supplementary safeguard, including an adequacy decision, binding legal instrument, standard contractual clauses, an international data-transfer agreement or addendum, a permitted derogation, security controls, transfer-risk assessment or restrictions on onward disclosure. F12 may subject higher-risk transfers to additional review in its discretion or where required by law. Details of applicable security safeguards may be requested from privacy@four12global.com, subject to lawful redaction.
Security: F12 applies technical and organisational safeguards that it considers reasonable and appropriate in the circumstances, which may include restricted role-based access, confidentiality duties, secure sharing, multi-factor authentication where available, audit and version controls and incident-response measures. The user acknowledges that no system or transmission method is completely secure.
Retention: The user authorises F12 to retain safeguarding and related information for so long as F12 reasonably considers necessary for safeguarding, statutory, legal, limitation, insurance, governance, evidential and record-keeping purposes, subject to applicable law and F12’s data-retention schedule. F12 may preserve a record for longer where litigation, an investigation, a statutory instruction, legal hold or an unresolved safeguarding risk requires or reasonably justifies continued retention, and may delete or anonymise it when F12 considers retention no longer justified.
Accuracy and information about others: A reporter should provide information honestly and distinguish, so far as reasonably possible, between fact, allegation, opinion and inference. A reporter who provides information about another person should do so only where reasonably necessary for a genuine safeguarding concern. Four12 may inform affected persons about processing unless doing so would create a safety risk, prejudice an inquiry, infringe another person’s rights, breach privilege or be prohibited by law.
Notices, rights and complaints: A person may contact privacy@four12global.com to exercise applicable rights or raise a privacy complaint, and safeguarding@four12global.com regarding handling of a safeguarding report. Identity may need to be verified. Rights may be restricted where necessary to protect another person, preserve confidentiality or privilege, comply with law, avoid prejudicing an investigation or protect legal claims. Nothing in these Terms prevents a person from complaining to a competent data-protection or safeguarding authority.
Safeguarding Form acknowledgement and notice version: By positively selecting the acknowledgement on the safeguarding form, the reporter confirms that the applicable privacy notice has been made available and understood before proceeding. The reporter authorises F12 to record the date, time, notice version and available account or response identifier as evidence of that acknowledgement. The acknowledgement does not waive statutory rights, guarantee confidentiality, compel a report or constitute consent where another lawful basis or a distinct form of consent is required by law.
Cookies: The Website or safeguarding portal may use cookies or similar technologies for security, session management, operation, analytics and other disclosed purposes. By continuing to use the Website after the applicable cookie information or choice is presented, the user consents to cookies to the extent that consent is legally effective; strictly necessary cookies may be used without consent where permitted by law. Browser settings may be used to refuse or delete non-essential cookies, but doing so may affect functionality.
Terms refer to Terms & Conditions of Service page link.