DATA PRIVACY NOTICE

The Parochial Church Council (PCC) of St John’s, Hinckley

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 its possession. The processing of personal data is governed by the UK General Data Protection Regulation (the “UK GDPR”). 

2. Who are we?
St John’s, Hinckley is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?
St John’s, Hinckley complies with its obligations under the UK 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 third-party service providers to help us operate effectively, including ChurchSuite (church management system), Google (email and document storage), and payroll providers. We may also receive personal data from third parties such as diocesan bodies, other churches, safeguarding authorities, or organisations working with us.

We use your personal data for the following purposes: 

  • To enable us to provide charitable and religious activities for the benefit of the public in a particular geographical area as specified by the Church of England Governing Documents (the Parochial Church Councils (Powers) Measure 1956 and the Church Representation Rules);

  • To administer membership records;

  • To fundraise and promote the interests of the Church in accordance with data protection and marketing laws;

  • To manage our employees and volunteers;

  • To maintain our own accounts and records (including the processing of gift aid applications);

  • To inform you of news, events, activities and services running at St John’s (where appropriate, based on consent or legitimate interests);

  • To share your contact details with the Diocesan office where this is necessary for legitimate interests in supporting church activities, and in line with your rights and expectations;

  • To provide pastoral care to parishioners;

  • As a religious organisation, we may process special category data (such as information about religious beliefs). In some cases, we may also process health or safeguarding information where this is necessary for pastoral care, safeguarding, or emergency situations. This processing is carried out in accordance with Article 9 of the UK GDPR, including the conditions relating to not-for-profit organisations and safeguarding.

Where we are required to collect personal data to comply with legal obligations or for a contract, failure to provide this data may affect our ability to provide services or carry out our obligations.


4. What is the legal basis for processing your personal data?

  • Processing is necessary for legal obligations (e.g. Gift Aid); 

  • Processing is necessary for legitimate interests (church activities and administration); 

  • Processing is necessary for vital interests (emergency situations); 

  • Processing is necessary for contracts (employment and volunteer arrangements);

  • Processing is based on consent (e.g. for certain communications and marketing).

5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared where necessary and where there is a lawful basis to do so, including with church members for legitimate church purposes. Where required, we will seek your consent. We do not routinely transfer personal data outside the UK. However, some of our service providers (such as Google) may process data outside the UK. Where this occurs, appropriate safeguards will be in place, such as UK adequacy regulations. 

6. How long do we keep your personal data?
We keep data in accordance with the guidance set out in the guide “Church of England Records Retention Schedule” which is available from the Church of England website [see footnote for link].

Specifically, we retain membership 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 registers (baptisms, marriages, funerals) permanently.

7. Your rights and your personal data  
Unless subject to an exemption under the UK GDPR, you have the following rights with respect to your personal data: 

  • The right to request a copy of your personal data which the St John’s, Hinckley holds about you;

  • The right to request that St John’s, Hinckley 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 St John’s, Hinckley 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) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means];

  • 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) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics];

  • The right not to be subject to automated decision-making;

  • 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 Data Protection Lead Paul Bamberger at St John’s Church, 351 Coventry Road, Hinckley, LE10 0NF or by email at paulbamberger@gmail.com

 

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.


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/libraries-and-archives/records-and-information-management