- 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”).
- Who are we?
The trustees of Marston Neighbourhood Church act as the data controller (contact details below). This means they decide how your personal data is processed and for what purposes.
- Why do we process your personal data?
We use your personal data for the following purposes:
- To enable us to provide a service for the benefit of our members, attendees, and the wider public in Marston;
- 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 (including the processing of gift aid applications);
- To inform you of news, events, activities and services running at Marston Neighbourhood Church.
- What is the legal basis for processing your personal data?
- We process data as a not-for-profit body with a religious aim. The GDPR permits this kind of organisation to process personal data provided:
- the processing relates only to members, former members, and those who have regular contact with it in connection with its aim; and
- there is no disclosure to a third party without consent.
- We have a legitimate interest to process personal data in order to run our organisation effectively; administer our membership records; and manage our employees and volunteers as we see fit in fulfilment of our aims.
- We seek explicit consent before adding your details to our mailing list.
- We need to process some data in order to fulfil legal obligations in relation to Gift Aid, employment, DBS checks, and other statutory requirements.
- Sharing your personal data
Your personal data will be treated as strictly 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 church with your consent, or if we are required to do so by law.
- Looking after your personal data
The trustees of Marston Neighbourhood Church comply with their 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.
Our employees and volunteers are advised to treat personal data in line with our data policy:
- Data will only be collected if it is necessary to do so and will be securely destroyed or deleted when it is no longer required.
- In particular, sensitive personal data relating to children attending an event will be securely destroyed within one week of the event.
- Electronic data should be password-protected.
- Paper records which identify individuals must be stored securely, preferably in a locked cabinet, when not in use.
- Financial records will be kept for six years, or as directed by law, in a locked cabinet.
- Historical records, such as meeting minutes, should be stored securely and centrally.
- 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 personal data which the trustees of Marston Neighbourhood Church hold about you;
- The right to request that the trustees of Marston Neighbourhood Church correct 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 trustees of Marston Neighbourhood Church 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 to lodge a complaint with the Information Commissioners Office.
- 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.
- Contact Details
To find out more about our data policy, to exercise all relevant rights, or for any other queries or complaints, please in the first instance contact David Earl, davidjearl66@gmail.com or +44 1865 806532.
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.