The Parochial Church Council (PCC) of the Parish of Cove, Guildford Diocese
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 PCC of the Parish of Cove 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?
The PCC of the Parish of Cove complies with its obligations under the “GDPR” by:
• keeping personal data up to date;
• storing and destroying it securely;
• not collecting or retaining excessive amounts of data;
• protecting personal data from loss, misuse, unauthorised access and disclosure;
• ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
• To administer membership records;
• 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 in the Parish of Cove;
• 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 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 or as required by law.
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 [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 PCC of the Parish of Cove holds about you;
• The right to request that the PCC of the Parish of Cove 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 the Parish of Cove 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 (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.
8. Further processing
• Information disclosed in confidential discussions with clergy or other licensed officials of the Parish is subject to tighter restrictions and not directly covered by this policy, though similar principles apply.
• Similarly, information provided for safeguarding purposes is subject to tighter restrictions and is not directly covered by this policy.
• Information provided “unofficially” to members of the Parish (e.g. the sharing of addresses, phone numbers and email addresses between friends for the purposes of informal communication) is not covered by this policy and is not policed in any way. No data protection rights can be applied to this kind of information sharing.
10. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator at 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.