Following the changes to regulations on data protection (the General Data Protection Regulation or ‘GDPR’) with effect from 25 May 2018, we have been taking steps to ensure that we are compliant. You can read our updated Privacy Notice below:
DATA PRIVACY NOTICE
The Parochial Church Council (PCC) of St Mary’s Tatsfield
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
The PCC of St Mary’s Tatsfield is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The PCC of St Mary’s Tatsfield complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
To enable us to meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules);
• To minister and provide pastoral and spiritual care (such as visiting you when you are ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
• To administer membership records;
• To fundraise and promote the interests of the Church and charity;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To send you communication that you have requested that may be of interest to you, such as news, events, activities and services running at St Mary’s;
• To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
• Our processing also includes the use of CCTV systems for the prevention and prosecution of crime.
4. What is the legal basis for processing your personal data?
• Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation in the Church of England). An example of this would be our safeguarding work to protect children and adults at risk. We will always take into account your interests, rights and freedoms.
• Some of our processing is necessary for compliance with a legal obligation. For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns.
• We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the hire of church facilities.
• Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details.
• Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.
6. How long do we keep your personal data [1]?
We keep data in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website [see footnote for link].
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
• The right to request a copy of your personal data which the PCC of Mary’s Tatsfield holds about you;
• The right to request that the PCC of St Mary’s Tatsfield corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for the PCC of St Mary’s Tatsfield to retain such data;
• The right to data portability. You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
• The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought (see contact details below).
• The right to object to the processing of personal data where applicable.
• The right to lodge a complaint with the Information Commissioner’s Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, PCC of St Mary’s Tatsfield
Email: stmoffice.lttm@btinternet.com Tel.: 01959 577289
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
[1] Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: – https://www.churchofengland.org/more/libraries-and-archives/records-management-guides
