DATA PRIVACY NOTICE
The Parochial Church Council (PCC) of St.Alban’s Wickersley
- Applicability of this document
This document applies to the church of St.Alban’s Wickersley as a whole, and to groups which are part of the church and therefore operate under the authorisation of the PCC. It may not apply to other groups meeting on church premises, who should have their own privacy policies.
- 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”).
- Who are we?
The PCC of St.Alban’s Wickersley is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
- How do we process your personal data?
The term ‘processing’ covers any handling of personal data, including the act of holding and storing the data. Processing is carried out by the church provided the processing relates only to members or former members, or those who have regular contact with it in connection with its religious purposes; and there is no disclosure to a third party without consent.
The PCC of St.Alban’s Wickersley 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 run the church as a centre for Christian ministry and worship in Wickersley;
- To maintain the Electoral Roll. The uses of the Electoral Roll are given in the Appendix;
- To administer membership records;
- To fundraise and promote the interests of the church;
- To manage our employees and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, activities and services running at St.Alban’s.
- What is the legal basis for processing your personal data?
There are a number of different legal bases on which St.Alban’s carries out data processing.
- Processing is carried out with the explicit consent of the data subject so that we can keep you informed about news, events, activities and services and keep you informed about diocesan events.
- Processing is carried out for the routine running of the church, e.g. organisation of duty rotas. In these cases the willingness of a person to participate in the running of the church indicates consent to data processing.
- Processing is carried out in the maintenance of the Electoral Roll. This has a specific legal basis, given in the Appendix.
- Processing is carried out in cases where this is legally necessary, for instance carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.
- Some processing is necessary to carry out the church’s obligations in relation to safeguarding of children and vulnerable adults.
- Sharing your personal data
Except for the Electoral Roll (see next paragraph), 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.
Electoral Roll data are shared with the institutional Church of England and are normally made public. Exceptions can be made to this – see the Electoral Roll officer (contact details below) for further information.
- How long do we keep your personal data?
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 section 10 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. Data relating to safeguarding may also be kept for several years.
- 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 St.Alban’s Wickersley holds about you;
- The right to request that the PCC of St.Alban’s Wickersley 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.Alban’s Wickersley to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data. This is not applicable where processing is legally necessary;
- The right to lodge a complaint with the Information Commissioners Office.
- 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.
- Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator at:
Tel: 01709 543111
For Electoral Roll issues, the Electoral Roll officer is:
Tel: 01709 544618
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.
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
Appendix. Electoral Roll data
Maintenance of an Electoral Roll is a statutory requirement of the Church Representation Rules (CRR). The data concerned must be provided for a person to be included on the Electoral Roll. Processing is therefore carried out as a legal obligation, relating solely to the Church of England in connection with its purposes. The Electoral Roll is used for a number of purposes relating to the running of the church. These are:
- To determine eligibility for attendance and participation at the Annual Parochial Church Meeting and for election to the Parochial Church Council deanery, diocesan and general synods where applicable; and to calculate the number of representatives who may be elected to each of these synods in the following year.
- To undertake a review and revision of the electoral roll as necessary.
- To publish your name and address, by exhibiting the roll in the parish church or the church website. When you apply to have your name added to the church electoral roll, the automatic legal consequence as stated in the CRR, (Part I Formation of the Roll 1(8) and Revision of Roll and Preparation of New Roll 2(1), 2(3) and 2(7)) is that your name and address will be published, and by submitting your application form you are making that data public.