Interim Data Privacy Notice
The Parochial Church Council (PCC) for the Parish of Winnersh
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 Parish of Winnersh PCC is the data controller (contact details below) and is referred to as "we" or "us" below. This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Parish of Winnersh PCC complies 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;
· To administer membership records;
· To fundraise and promote the interests of the charity;
· To manage our employees and volunteers;
· To maintain our own accounts and records (including processing of gift aid applications);
· To inform you of news, events, activities and services running at St Mary the Virgin and St Catherine Bearwood;
· 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.
4. What is the legal basis for processing your personal data?
· Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about diocesan events.
· Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
· Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:-
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o there is no disclosure to a third party without consent
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.
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 (¹ see footnote for link).
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.
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 Parish of Winnersh PCC holds about you;
· The right to request that the Parish of Winnersh PCC 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 Parish of Winnersh PCC to retain such data;
· The right to withdraw your consent to the processing at any time
· 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 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 the Parish Administrator via email email@example.com or at the Parish Office, St Mary the Virgin, Church Close, Winnersh, Wokingham, RG41 5NA.
You can contact the Information Commissioner’s 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.
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/about-us/structure/churchcommissioners/administration/librariesandarchives/recordsmanagementguides.aspx