DATA PRIVACY NOTICE
The Parochial Church Council (PCC) of Oxton St. Saviour
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. The processing of personal data is governed by the General Data Protection Regulation (“GDPR”).
2. Who are we?
The PCC of Oxton St. Saviour (also referred to in this notice as “we”, “us” or “St. Saviour’s”) is the data controller (contact details below). This means St. Saviour’s decides how your personal data is processed and for what purposes.
• Our website address is http://www.oxtonstsaviour.co.uk,
• our email address is email@example.com,
• our telephone number is 01516533366, and
• our public address is St. Saviour’s Church, Bidston Road, Oxton, Prenton, CH43 2JZ.
3. What information do we collect about you and how do we use it?
(a) If you are a church warden, sides-person, a member of one of our committees or other volunteer:
We may collect and use, to perform the activities referred to in paragraphs 4 (a), (b), (c), (d), (e), (f), (g) and/or (h) below, your following information which (save for any Disclosing and Barring Service (“DBS”) check) you have given to us:
• Identification and contact information, such as your name, date of birth, gender, marital status, residential address, email address and telephone number(s);
• Thoughts and ideas that you may have expressed in meetings (sometimes recorded in minutes of such meetings);
• Articles written by you (for example for publication in the Oxton Outlook magazine);
• Where the law requires, the result of any DBS check.
(b) If you are included on our Electoral Roll:
We may collect and use, in order to perform the activities referred to in paragraphs 4 (b), (c) and (f) below, your following information which you have given to us:
• Your name, date of birth, gender, marital status, residential address, email address and telephone number(s) together with, if you have given it to us, your email address.
(c) If you are a parent or guardian of a child attending any of our children’s groups:
We may collect and use, in order to perform the activities referred to in paragraphs 4 (a), (b) and (f) below, the following information which you have given to us:
• Your name, date of birth, gender, marital status, residential address, email address and telephone number(s);
• The child’s name, date of birth, gender, residential address, and details relating to the parent or guardian of the child concerned;
• A register relating to the child’s attendance of the groups we are running;
• Photographs (which, if they contain an image of your child, will be published and/or distributed only with your consent);
• Any other more sensitive details provided to us by you with your explicit consent, such as relating to the health, or health needs of the child.
(d) If you are a contractor or supplier of goods or services to us:
We may collect and use, in order to perform the activities referred to in paragraph 4 (e) and (h) below, the following information:
• Your name, gender, business address, email address and telephone number(s) given to us by you;
• Any information concerning your work experience and professional and other qualifications including any references relating to you obtained from third parties.
(e) If you have visited us or sought our services for a particular purpose (eg a wedding or a baptism or the hiring of space or accommodation):
We may collect and use, in order to perform the activities referred to in paragraphs 4 (a), (b), (e) and (h) below, your following information which you have given to us:
• Your name, gender, contact address, email address and telephone number(s);
• Any other information which you have chosen to given us (i.e. with your consent) having regard to the purpose of your visit.
(f) If you donate or have donated to and support our charitable activities:
We may collect and use, in order to perform the activities referred to in paragraphs 4 (a), (c), (e), and (f) below, your following information which you have given to us:
• Your name, gender, residential address, email address, telephone number(s), and your bank details (if you pay by direct debit or standing order).
• Information relating to your donations (which is given confidential treatment).
The above lists in this paragraph 3 are not exhaustive and we may need from time to time to collect additional data for the purposes set out in this notice.
We comply with our obligations under “GDPR” by keeping personal data up to date; storing and destroying it securely; and using reasonable endeavours to protect it from loss, misuse, unauthorised access and disclosure.
4. How do we use your personal data?
Subject as indicated and clarified in clause 3 above, we use or may use your (i.e. the persons respectively described in paragraphs 3 (a) to (f)) personal data for the following purposes:
(a) To enable us to provide a voluntary service for the benefit of the public within the boundaries of our parish. In the case of volunteers referred to in paragraph 3 (a), this may involve the publication of your name, photograph, and contact details on our website, in our Parish magazine, in our weekly pew-sheet, and/or on notice boards;
(b) To administer our records, and certain public records (eg marriage records);
(c) To fundraise and promote the interests of the charity;
(d) To facilitate the work done by our clergy, leadership team and volunteers, by sharing with them your contact details (for example on rotas or for registers or for facilitating the completion of work);
(e) To maintain our own accounts and records (including the processing of gift aid applications);
(f) To inform you of news, events, activities and services running at St. Saviour’s;
(g) To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested;
(h) To perform any obligations we may have in relation to any contracts we may have entered into (if any).
5. What is the legal basis for processing your personal data?
We will use and process the information we hold about you pursuant to a lawful basis.
In the case of persons referred to in paragraphs 3 (a), (b), (c), (d), (e) and (f) above, we will use or process your information to pursue legitimate interests of our own or those of third parties (provided your interests and fundamental rights do not override those interests).
In the case of persons referred to in paragraphs 3 (d) and (e) above, we will also use or process your information for the purposes of carrying out any of our obligations under a contract (if any) between you and us, for example to pay you for any services you may have provided to us (or vice versa) or otherwise protect our rights under any such contract.
In the case of persons referred to in paragraphs 3 (b), (c), (e) and/or (f) above, we will also use or process your information for the purposes of carrying out any of our legal obligations (for example providing a safe place of work).
We do not need your consent to the processing of your information if we process that information in accordance with the terms of this Data Privacy Notice including as referred to above in this paragraph 5. In limited circumstances, we may require your explicit consent to allow us to process certain particularly sensitive data. If we do, we will provide you with full details of the information that we would like to use so that you can carefully consider whether you wish to give your consent.
6. Sharing your personal data
Your personal data will be treated as strictly confidential and, save where may otherwise be additionally indicated in this Data Privacy Notice, 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.
7. 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 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 or years to which they relate; and parish registers (baptisms, marriages, funerals) permanently.
8. Your rights and your personal data
Subject to any exemption, requirement or condition 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 Oxton St. Saviour holds about you;
• The right to request that the PCC of Oxton St. Saviour corrects any personal data if it is found to be inaccurate or out of date;
• The right to request that your personal data is erased where it is no longer necessary or appropriate for the PCC of Oxton St. Saviour to retain such data;
• The right to withdraw your consent to the processing at any time;
• The right to request that the data controller provides the data subject (you) with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable);
• The right, in certain circumstances, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on further processing;
• The right to object to the processing of personal data, (where applicable);
• The right to lodge a complaint with the Information Commissioners Office.
9. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, 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.
10. Status of this Data Privacy Notice
This Data Privacy Notice does not create any contractual rights or obligations. It may be amended by us at any time.
11. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance email firstname.lastname@example.org
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.
Dated this 25 May 2018