Your data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example, a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by [the Data Protection Bill/Act 2017, the General Data Protection Regulation 2016/679 (the “GDPR”) and other legislation relating to personal data and rights, such as the Human Rights Act 1998].
Who are we?
This Privacy Notice is provided to you by the Parochial Church Council (PCC) of St Anne and All Saints, which is the data controller for your data.
The Church of England comprises several different organisations and office-holders who work together to deliver the Church’s mission in each community. The PCC works together with the following:
As the Church comprises all of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities to the Church and our community. The organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
Each data controller has its tasks within the Church and a description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is sent to you by the PCC on our behalf and behalf of each of these data controllers. In the rest of this Privacy Notice, we use the word “we” to refer to each data controller, as appropriate.
What data do the data controllers listed above process? They will process some or all of the following where necessary to perform their tasks:
How do we process your data?
The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; do not to collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.
We use your data for some or all of the following purposes:
What is the legal basis for processing your data?
Most of our data 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 a legal obligation. For example, we are required by the Church Representation Rules to administer and publish the electoral roll and, under Canon Law, to announce forthcoming weddings through banns.
We may also process data if necessary for the performance of a contract with you or to take steps to enter into a contract. An example would be processing your data concerning the hiring of church facilities.
Religious organisations can also process information about your beliefs to administer membership or contact details.
We will first get your consent if your information is used other than by one of these legal bases.
Sharing your data
Your data will be treated as strictly confidential. It will only be shared with third parties where it is necessary to perform our tasks or where you first give us your prior consent. We will likely need to share your data with some or all of the following (but only where necessary):
The appropriate bodies of the Church of England, including the other data controllers;Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf or to maintain our database software; Other clergy or lay persons nominated or licensed by the Diocese of Southwark bishops to support the Church's mission in our parish. For example, our clergy are supported by our area dean and archdeacon, who may provide confidential mentoring and pastoral support. Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions, may participate in our mission in support of our regular clergy
Other persons or organisations operating within the Diocese of Southwark, including, where relevant, the Southwark Diocesan Board of Education, Southwark Cathedral and Subsidiary Bodies; there may be other legal entities we share data with within the Church of England who are also data controllers;
On occasion, other churches with which we carry out joint events or activities.
How long do we keep your data?
We will keep some records permanently if legally required to do so. In addition, we may keep some other records for an extended period. For example, keeping financial records for at least seven years is best for supporting HMRC audits. However, we will generally endeavour to keep data only for as long as needed. This means that we may delete it when it is no longer needed.
Your rights and your data
You have the following rights concerning your personal data: When exercising any of the rights listed below, to process your request, we may need to verify your identity for your security. In such cases, we require you to respond with proof of your identity before exercising these rights.
Transfer of Data Abroad
Any electronic personal data transferred to countries or territories outside the EEA will only be placed on systems complying with measures giving equivalent protection of individual rights through international agreements or contracts approved by the European Union. Our website is also accessible from overseas, so some personal data (for example, in a newsletter) may be accessed from overseas.
Changes to this notice
We keep this Privacy Notice under regular review and will place any updates on www.stanneandallsaints.org.uk.
This notice was last updated in June 2018.
If we want to use your data for a new purpose, this Notice does not cover us. In that case, we will provide a further notice explaining this new use before proceeding and setting out the relevant purposes and processing conditions. We will seek your consent to the new processing where and whenever necessary.
Please get in touch with us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller: St Anne and All Saints PCC, c/o Revd Fraser Dyer, 179 Fentiman Road, London SW8 1JY
Email: revdfraserdyer [at] gmail.com
You can contact the Information Commissioners' Office on 0303 123 1113 or via email at https://ico.org.uk/global/contact-us/email/ or the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Photo: Cristina Gottardi on Unsplash