DATA PRIVACY NOTICE
The Four Church Benefice
Consisting of the following legal bodies:
The Parochial Church Councils of St Mary’s Fowlmere, St Laurence Foxton, St George’s Thriplow, and All Saints Shepreth, and the Rector of the Four Church Benefice.
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”).
Who are we?
Within the Four Church Benefice, there are five inter-connected legal entities, which in the terms of the GDPR are each considered to be data controllers, these data controllers are listed above, and we can be contacted using the details below.
Each data controller can decide how your personal data is processed and for what purposes. The data controllers for each parish (PCCs) work together with the Rector as joint data controllers. The Rector takes primary responsibility for complying with the GDPR regulations and individual rights. However each PCC, as data controller, collects its own data set relating to its own parish, and is responsible only for that data set. The Rector, as data controller is also responsible for any data collected relating to her pastoral work as Rector. All data controllers remain responsible for compliance with the data controller obligations under GDPR.
How do we process your personal data?
The PCC of each parish church and the Rector 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 enable us to meet all legal and statutory obligations including maintaining and publishing the electoral roll for each parish;
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) with the aim of ensuring that all children and adults at risk are provided with safe environments;
- To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are gravely ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
- To deliver each church’s mission to its parish, and to carry out any other voluntary or charitable activities for the benefit of the public;
- To fundraise and promote the interests of each church and charity;
- To manage our employees and volunteers;
- To maintain each parish’s accounts and records;
- To process a donation that you have made (including Gift Aid information);
- To inform you of news, events, activities and services running at your parish church;
- 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.
What is the legal basis for processing your personal data?
All of the data held by the Rector and the four churches is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation in the Church of England). An example of this would be our safeguarding work to protect children and adults at risk. We will always take into account your interests, rights and freedoms.
Some of our processing is necessary for compliance with legal obligation. For example, each parish is required to administer and publish the electoral roll, and to announce forthcoming weddings by means of the publication of banns. Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the churches in order to carry out a service to other church members or for purposes connected with the churches. We will only share your data with third parties outside of the parish with your consent.
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.
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for as long as they are valid and 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently. Applications for memorials in a churchyard will be kept permanently. Information for use by the Rector to deliver pastoral care will be retained for the duration of her incumbency and then destroyed.
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
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 each parish church, or the Rector, holds about you;
- The right to request that the PCC of each parish church or the Rector, 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 each parish church, or the Rector to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right to data portability. You have the right to request that we transfer some of your data to another controller;
- 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;
- The right to lodge a complaint with the Information Commissioners Office.
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 Rector.
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.