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 our possession or likely to come into our possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
2. Who are we?
Caterham Community Church is the data controller (contact details below). This means we decide how your personal data we hold is processed and for what purposes.
3. How do we process your personal data?
Caterham Community Church 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 following purposes: –
- To enable us to provide services for the benefit of the public in and around Caterham, such as a job club, counselling centre and pre-school.
- To inform you of news, events, activities and services running at Caterham Community Church.
- To administer membership and other administrative records.
- To manage our employees and volunteers.
- To maintain our own accounts and audit records (including the processing of gift aid applications).
4. What is the legal basis for processing your personal data?
Three different bases exist under GDPR, which permit us to process your data
- Explicit consent from you and others about whom we hold data so that we can keep you informed about news, events, activities and services.
- Processing necessary for carrying out our legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.
- Processing carried out by us as a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
- the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
- there is no disclosure to a third party without consent.
5. Sharing your personal data
Your personal data will be treated as strictly confidential. It will be shared with other members or other people connected with the church, only, to carry out a service or for purposes connected with the church. We will only share your data with third parties not connected with the church with your consent.
6. How long do we keep your personal data?
We keep personal data only for as long as is necessary. Specifically, we retain church 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 we will delete or destroy all personal data which is no longer needed for the purposes set out in section 3 above. Exceptionally, personal data may be retained longer, including after you have ceased your membership or other connection with the church, if it may possibly be required subsequently. For example, records of Disclosure and Barring Service disclosures for people involved in work with vulnerable groups may be retained.
7. Your rights and your personal data
Unless you are subject to an exemption under GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data, which Caterham Community Church holds about you;
- The right to request that Caterham Community Church corrects any personal data if that data 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 us to retain that data;
- The right to withdraw your consent to the processing of your data at any time;
- The right to request that we provide you with your personal data;
- 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.
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 the new use prior to commencing the processing and setting out its 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 church office at firstname.lastname@example.org
You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.