What information we hold on you
The contact details we hold on individuals are only those provided by the individual. For children connected with the church, with the consent of their family we record date of birth (mainly so we can send a birthday card). In the case of church Members we record the dates of their membership and for church Officers the dates of holding office. We hold the details required by the Inland Revenue for those who use Gift Aid in their donations to the church, and record details of other standing order giving for accounting reasons. Where a contract of employment exists we hold the data lawfully required by the relevant government bodies
How we use this information
We use church Members contact details to supply minutes of Members’ meeting and other information concerning the administration and running of the church. For those who volunteer to take responsibility for various tasks within the church on a rota basis, we supply them with rotas. Contact data are used to supply those who have given consent with relevant church news and information. We do not share personal details with third parties without the permission of those involved. When, from time-to-time, an updated version of the church Directory is produced it will only list those individuals who have consented to be in it, and will only show the contact details that each individual has specifically agreed to be included in the updated version. Data is supplied to government bodies as is required where individuals use the Gift Aid scheme in their financial giving to the church, or where there is a contract of employment. The church Officers, as a body, are the Data Controller, meaning they are the body that decides how your personal data is processed and for what purposes.
Legal basis for processing your data
Legitimate Interest: To use data to be able to communicate as required on matters relating to the general administrative running of the church.
Legal Obligation: For data required by government bodies, e.g. the Inland Revenue in connection with the use of Gift Aid or contract of employment.
Consent: Other data is processed only with the explicit consent of the individual or in the case of children the consent of their family.
Opting Out: You can stop or change what you receive from us at any time by informing one of the church officers.
Protecting your personal information
Personal data are not stored on any computer that is not suitably protected e.g. password protected; anti-virus software installed. Paper copies are kept in locked filing cabinets. Group emails are sent using ‘bcc’ (blind carbon copy) to lessen the risk of computer hackers gaining access to personal data. Use of data to compile circulation lists is restricted to those sending out church-authorised communications. If requested, we may need to disclose your details to the police or regulatory bodies.
How long we keep your information
Upon your request we will delete your personal data from our records except where you have given donations to the church. In this case we will need to keep a record of your personal details for seven years to comply with accounting legalities. If you have been a Member your name and the dates of your membership (but no other personal data) will be retained permanently in our church records. For church Officers the dates of holding office are retained.
Your rights concerning data we hold
You have the right to ask for a copy of the data we hold on you. Your request should be made to one of the church Officers. You have the right to have inaccurate or out-of-date data corrected, have your data erased, to withdraw consent or to object to the processing of personal data. If you consider your issue has not been dealt with satisfactorily by the church data controller you have the right to complain to 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.