DATA PRIVACY NOTICE
The Benefice of St Nicholas', Hedsor and St Mark's, Bourne End
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” which came into force on 25th May 2018).
2. Who are we?
The PCC of St Nicholas, Hedsor is the data controller for St Nicholas data and the PCC of St Marks is the data controller for St Marks data. (Contact details below). This means the PCCs decide how your personal data is processed and for what purposes.
3. What information do we collect?
For church members, the information we collect will include:
• Postal address;
• Email address;
• Telephone number;
• Contact preferences;
• Correspondence sent to you or received from you;
• Members status; for example Electoral Roll and Registry entries
• Gift Aid status;
• Any other information provided by you.
4. How do we process your personal data?
The PCCs of St Nicholas, Hedsor and St Mark's, Bourne End comply with their 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 administer Church records and registers;
• 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
• To inform you of news, events, activities and services running at St Nicholas and St Mark's.
• 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 in which you may be interested.
5. What is the legal basis for processing your personal data?
• 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.
• Explicit consent of the data subject for photographs for the Church records.
• Processing necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;
• Processing is carried out by a not-for-profit body with religious aim provided: -
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o there is no disclosure to a third party without consent.
6. 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.
7. How long do we keep your personal data2?
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.
Generally, 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].
8. 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 PCCs of St Nicholas, Hedsor or St Marks, Bourne End holds about you;
• The right to request that the PCCs of St Nicholas, Hedsor or St Marks, Bourne End correct 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 PCCs of St Nicholas, Hedsor or St Marks, Bourne End 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, where processing is based on legitimate interests (the performance of a task in the exercise of official authority; direct marketing and processing for the purposes of historical research and statistics]
• 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, 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.
10. Data Breach Actions.
A personal data breach is one that leads to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. The data controller will notify the ICO and the Diocesan Office of a data breach within 72 hours of being advised of a data breach.
11. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Benefice Administrator (email address on the Benefice website).
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 Data processing is anything you do with data.
2 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