Church Privacy Policy

The Parochial Church Council (PCC) of All Saints Stand

1. Your Personal Data – What Is It?
“Personal Data” relates to a living individual who can be identified by 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 (GDPR).

2. Who Are We?
The PCC of All Saints Stand church is the Data Controller. The PCC decides how your data is processed and for what purposes.

3. How Do We Process Your Personal Data?
The PCC of All Saints Stand 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 measures are in place to protect personal data.

We use your personal data for the purposes set out in 3.1 to 3.7 below:

3.1 Electoral Roll
We store your name and address on the parish’s Electoral Roll. This data is held for six years unless you request that it is removed earlier. To comply with the Church of England’s Church Representation rules (CRR) the Electoral Roll is displayed publicly in church for 14 days prior to the Annual Parochial Church Meeting (APCM) but we do not otherwise share your personal details.

By completing an Electoral Roll form and passing it to the Electoral Roll Officer (contact details below) we assume your consent to store and publicly display this data.

3.2 Gift Aid Declarations
We store your name, address, bank details (if appropriate) and the contributions you make in relation to the parish’s Gift Aid Scheme. This data is held for as long as you contribute to the Gift Aid Scheme or six years whichever is the longer.
By completing a Gift Aid Declaration and passing it to the Gift Aid Officer (contact details below) we assume your consent to store and process this data.

3.3 Non-Gift Aided Contributions
We store your name, address, bank details (if appropriate) and the non-gift aided contributions you make to All Saints Stand. This data is held for as long as you contribute to All Saints or unless you request that it is removed earlier.
By giving us your name and address and bank details (where relevant) related to non-gift aided giving to All Saints Stand, we assume your consent to store and process this data, which is held by the Gift Aid Officer (contact details below).

3.4 Payments to the Congregation by Bank
Where it is necessary to make payments to members of the congregation of All Saints Stand, we store your name and address and bank details, and the payments made to you. This data is held for as long as you are a member of the congregation.

By giving us your name, address and bank details to receive bank payments from All Saints Stand, we assume your consent to store and process this data, which is held by the PCC Treasurer (contact details below).

3.5 Contact Details
We store your name, contact telephone number and contact email address to keep you updated on church services and events here at All Saints Stand. This data is stored on the church’s mobile phone and on a backup spreadsheet. It is held indefinitely, or until you request that we delete it and no longer contact you. This data is not shared with any other organisation.

By completing a Contact Details form and passing it to a church officer, we assume your consent to store and process this data which is held by a Churchwarden (contact details below).

3.6 DBS Certificate Details
If you engage in a Regulated Role activity at All Saints Stand, ie working with children or vulnerable adults, you will be required to agree to a Disclosure and Barring Services (DBS) check. This check requires us to hold a Declaration of Consent from you, and your name, contact details and DBS certificate number and date. We hold this data indefinitely, unless or until you stop working in a Regulated Role at All Saints Stand. Once your DBS check has been completed, this data is not held by or shared with any other organisation.

By completing a DBS Declaration of Consent and passing it to the Parish Safeguarding Coordinator (contact details below) we assume your consent to store and process this data.

3.7 Cradle Roll
We store your name, address and date of baptism on our Cradle Roll. We use this information to send you a baptism anniversary card for three years after your baptism. We delete this information after we send you your third anniversary card or you request that we delete it earlier. This data is not shared with any other organisation.

By completing an entry in the Baptism Register (contact details below) we assume your consent to store and process this data.

Registers and Rotas
We maintain attendance registers (eg Messy Church) and other registers (eg baptisms, weddings and funerals). We also maintain duty rotas (eg sidespersons and readers) to carry out services to other church members. These are not classed as personal data, and thus the PCC does not require explicit consent to maintain such data.

4. What Is the Legal Basis for Processing Your Personal Data?
• We only store and process your personal data for the reasons set out in 3.1 to 3.7 above, and only with the consent implied by your giving us the requisite data.
• We do not store and process your data for any other reason, nor do we share it with any organisation other than those named above.
• You have rights associated with our collection and processing of your personal data. These are set out in section 9 below.

5. How Long Do We Keep Your Personal Data?
Our data retention policies are set out in sections 3.1 to 3.7 above. These may be guided by statutory regulations for example tax and financial record-keeping.

6. How Can You Request Access to Your Personal Data?
You may make a reasonable request to see what data we hold about you at any time. This is called a Subject Access Request. Please contact the person responsible for each data area as set out in section 10 below. If the person responsible is not available in a reasonable timescale, please contact a Churchwarden.

7. How Do We Keep Your Personal Data Secure?
The data set out in sections 3.1 to 3.7 above are stored by the individuals named in the contacts section 10 below. These are either held on secure, password protected PC’s and/or laptops which are backed up on a regular basis or are held in the church safe.

If you have any concerns about how your data is protected and backed up, please contact the responsible individuals in section 10 below.

8. What Happens If Our Data Security Is Breached?
If we suffer a breach of data (ie it is lost or stolen or hacked from a laptop or PC) the responsible individual will restore their backup data and contact those persons whose personal data may have been breached. They may also refer the breach to the police in the case of stolen data.

9. 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 All Saints Stand holds about you.
• The right to request that the PCC of All Saints Stand corrects any personal data if it is found to be inaccurate or out of date.
• The right to request your personal data is erased when it is no longer necessary for the PCC of All Saints Stand 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) where applicable.
• 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 Commissioner’s Office (see below).

10. Contact Details
If you wish to discuss any aspect of how we hold, protect and process your personal data, or you wish to make a Subject Access Request (see section 6) please contact the following officers:

Electoral Roll – Gill Critchley, telephone 0161 766 8086
Gift Aid Declarations or Non-Gift Aided Contributions – Lynda Hinton, telephone 0161 766 4779
Payments to the Congregation by Bank – Chris Haworth (PCC Treasurer), telephone 0161 723 3015
Contact Details – Mandi Davies (Churchwarden) telephone 07508 369589 or Neil Nelson, telephone 07816 228581
DBS Certificate Details – Neil Nelson (Safeguarding Coordinator), telephone 07816 228581
Cradle Roll – Anita Green, telephone 0161 280 3213

In the event of any of the above contacts not being available in a reasonable timescale, you can contact the Churchwardens.

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email on:
https://ico.org.uk/global/contact-us/email or at The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF.

11. Further Processing
If we wish to use your personal details for a new purpose, not covered by this Data Privacy 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.

Approved and published by the PCC of All Saints Stand,
May 22nd 2018

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