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DATA PROTECTION NOTICE

The Parochial Church Council (PCC) of St Philip and St James Alderley Edge

 

1. Who are we?

The PCC of St Philip and St James Alderley Edge (contact details below) (“the PCC” or “we”) is the data controller for any personal data about you which is held for the purposes of the parish.  This means the PCC is responsible for decisions on the purposes for which your personal data is processed and how the processing is carried out and for ensuring the care of your personal data. The PCC is a charity.  It is a not-for-profit organization with a religious aim.  In practical terms the members of the PCC and other members of the parish who help provide services, such as the organist or churchwardens, handle the personal data, but the PCC is legally responsible. 

 

2. Your personal data – what is it and what do we keep?

Personal data is information that relates to an identifiable living individual.   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 and the Data Protection Act 2018 (we refer to these together as “data protection”)

The types of personal data the PCC holds cover identifying information such as your name, address and contact details for the activities and groups with which you engage, depending on the services you use and the activities in which you take part, for example  the coffee rota or the choir.

 

3. How do we process your personal data?

The PCC of St Philip and St James is committed to complying with its obligations under data protection to use your personal data properly and fairly; to keep personal data up to date; to store and destroy it securely; not to collect or retain excessive amounts of personal data; and to protect personal data from loss, misuse, unauthorised access and disclosure 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 offer and run services such as weddings or baptisms; this includes all the aspects of the parish mission. Putting it in broad terms, our task is to provide a voluntary service for the benefit of the public in our particular geographical area as specified in our mission statement;
  • To administer membership records (such as our electoral roll);
  • To fundraise and promote the interests of the charity;
  • 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 (such as choir activities) and services running at St Philip and St James
  • To share contact details with the Diocesan office so they can provide information about news in the diocese and events, activities and services that will be occurring in the diocese.

 

4. What is the legal basis for processing your personal data?

We rely on a number of different legal bases for our processing.

  • We process personal data for the purposes of running the parish, as described above. This is to carry out activities within the legitimate interests of the PCC where we evaluate that they do not cause detriment or damage to the rights and interests of the data subjects.
  • We process personal data for any legal obligations which apply to us, for example dealing with gift aid
  • In relation to our staff we process personal data where necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;

We may also process special category personal data which relates only to members or former members of the parish (or those who have regular contact with us in connection with our work) for the purposes of the parish.  Where we do this, we do not disclose to third parties without the consent of the individuals, subject to the points made below.

 

5. Sharing your personal data

Your personal data will be shared with other members of the parish in order to carry out a parish service or for purposes connected with the parish or diocese, as described earlier.  If information is special category personal data or has been provided in confidence we will only share that with third parties with your consent unless there are overriding reasons, such as to protect you or others associated with you. 

There may be cases where additional disclosures are permitted by law, such as to assist the police to detect crime.  We may share your personal data in such cases however we will not do so unless we consider it necessary and, as far as possible, will notify you before doing so.

 

6. How long do we keep your personal data[1]?
We retain records for as long as is required for the purpose.

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. Other lists and records as only kept for as long as they are needed for the specific purpose.

Guidance on record keeping is available from the Church of England website. The guide is called “Keep or Bin: Care of Your Parish Records”.

 

7. Your rights and your personal data 

Unless subject to an exemption under data protection, 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 Philip and St James holds about you;

  • The right to request that the PCC corrects any personal data if it is found to be inaccurate or out of date; 

To the extent that we are processing on the basis of your consent you have:

  •  the right to withdraw your consent to the processing at any time;
  • The right to “data portability” that is that the PCC provide you with your personal data in a format which can be transmitted to another data controller such as another PCC. 
  • You also have a number of rights to object to processing, these are:  
  • The right to object to the PCC processing personal data about you.  In the case of marketing messages this is an absolute right but in other cases there may be a balancing test involved;  
  •  where there is a dispute in relation to the accuracy of the personal data or about your objection to the processing of your personal data, to request a restriction is placed on further processing while the dispute is resolved;
  • In some case the right to have your personal data erased from our records, for example where it is no longer necessary for the PCC of St Philip and St James to retain such data.
  • 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 necessary, we will seek your prior consent to the new processing.

 

9. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the  Parish Administrator at the Parish Office, Church Lane, Alderley Edge SK9 7UZ.

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.

 

24.09.2018

 

[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