This is the Privacy Notice and data protection policy for St Mary’s and St John’s, Walton-on-Thames. It is provided by The Parochial Church Council (PCC) of the Ecclesiastical Parish of Walton-on-Thames which is the Data Controller for your data.
The aim of this privacy notice is to inform you as to how the PCC will process (use and store) your data, what data we hold, your individual rights and how you can interact with us about your data. It covers our use of personal data, which 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) it includes any data you may provide through this website, register for an event, donate to the church, apply for a role as a volunteer or staff member or sign up to the Parish newsletter. Identification can be by the information alone or in conjunction with any other information.
Our processing of personal data is governed by the Data Protection Bill/Act 2017-2019 and 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).
If you wish to contact the PCC regarding the use of your data, please contact the PCC Secretary at email@example.com
The Parochial Church Council (PCC) of St. Mary’s and St. John’s, Walton on Thames.
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 2016/679 (the “GDPR”)1.
Who are we?
The PCC of St. Mary’s and St. John’s, Walton on Thames is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
The PCC of St. Mary’s and St. John’s, Walton on Thames 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 as specified in our constitution;
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.
To operate the Parish of St. Mary’s and St. John’s web site and deliver the services that individuals have requested.
To inform individuals of news, events, activities or services running at St. Mary’s and St. John’s
To share your contact details with the diocesan and deanery office so they can keep you informed about news, events, activities and services that will be occurring in the diocese and deanery and which are directly relevant to the role you are undertaking.
To process gift aid applications.
To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
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 – See consent form at the foot of this notice
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.
Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only with members of the PCC and clergy of the parish. We will only share your data with third parties outside of the parish with your consent.
How long do we keep your personal data2?
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 [see footnote for link].
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 7 years after the tax year to which they relate and parish registers (baptisms, marriages, funerals) permanently.
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 St. Mary’s and St. John’s, Walton on Thames holds about you;
The right to request that the PCC of St. Mary’s and St. John’s, Walton on Thames 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 PCC of St. Mary’s and St. John’s, Walton on Thames to retain such data;
The right to withdraw your consent to the processing at any time
The right to request that the PCC of St. Mary’s and St. John’s, Walton on Thames 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).
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 Commissioners Office.
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.
To exercise all relevant rights, queries or complaints in the first instance please contact the PCC Secretary via e-mail to firstname.lastname@example.org
You can contact 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.
St. Mary’s and St. John’s PCC, Walton on Thames is a Registered Charity, No 1128597
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