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 Parochial Church Councils of St Peter’s Church, Scremerston, St John the Evangelist Church Spittal and St Bartholomew and St Boisil, Tweedmouth, whose churches comprise the Joint Benefice, have adopted this policy for each of their churches. The Data Controller is the Vicar who may delegate aspects of data control to the Administration Team. (contact details below). The Vicar and the PCCs decide how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Joint Benefice of Scremerston, Spittal and Tweedmouth comply 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 constitutions;
- To administer membership records;
- To fundraise and promote the interests of the benefice and its churches;
- 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 our churches and in our parishes.
4. What is the legal basis for processing your personal data?
- Joining the Electoral Roll indicates your membership of one of our churches and enables us to use your data for essential purposes of the church including keeping you informed of activities and services and for offering pastoral care.
- We will ask for your explicit consent before sharing your data with other church members for any purposes not included in the preceding bullet point.
- Processing of data is 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 a religious aim provided:
- the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
- there is no disclosure to a third party without consent.
5. Sharing your personal data
We will only share your data with third parties outside of the parish with your consent unless legally required to do so.
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 https://www.churchofengland.org/more/libraries-and-archives/records-management-guides.
Specifically, we retain electoral roll data while it is still current. Gift Aid declarations and associated paperwork are kept for up to 6 years after the calendar year to which they relate to comply with the rules covering such transactions.
Parish registers (baptisms, marriages, funerals) are a legal requirement for parish churches and are kept permanently but are transferred to the Public Archive at Woodhorn where appropriate facilities exist for this purpose.
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 Joint Benefice of Scremerston, Spittal and Tweedmouth holds about you;
- The right to request that the Joint Benefice of Scremerston, Spittal and Tweedmouth 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 Joint Benefice of Scremerston, Spittal and Tweedmouth 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). [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
- 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. [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 Commissioner’s 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.
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact us, using the details given on our website.