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 Christ Church, Virginia
Water 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 Christ Church, Virginia
Water 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 provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
· To administer membership records;
· To fundraise and promote the interests of the charity;
· To manage our employees, third party contractors 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 Christ Church, Virginia Water.
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 to enable our charitable and
missional aims. For example, maintaining
membership records, contact information and operating team rotas for the effective function of Sunday services.
· We use Explicit Consent to keep you informed about news, events, activities and services and keep you informed about diocesan events via e-news.
· Legal Obligations in relation to Gift
Aid or employment, social security or social protection law, or a collective
Religious organisations are also permitted to
process information about your religious beliefs to administer membership or
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?
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 ].
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 Christ Church, Virginia Water holds about you;
· The right to request that the PCC of Christ Church, Virginia Water 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 Christ Church, Virginia Water to retain such data;
· The right to withdraw your consent to the processing at any time
· The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to
another data controller, (known as the right to data portability);
· 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, (where applicable) [Only applies where processing is based on legitimate interests (or the
performance of a
task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
· The right to lodge a
complaint with the Information Commissioners 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.
To exercise all relevant rights, queries or complaints please in the first instance contact the Operations Manager, at
Information Commissioners Office 0303 123 1113; email https://ico.org.uk/global/contact-us/email Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.