Privacy Policy

DATA PROTECTION NOTICE : Jump to DATA PROTECTION TABLE - PRIVACY POLICY

As you will probably be aware, there are new laws on data protection coming into force on May 25th.  These affect everyone and offer far greater protection and privacy to individuals.  They also cause a lot of issues for churches and charities, hence this letter.

As a Parish Church, we do hold basic personal information on many people, including children, who are or have been involved in church activities.  This information is used primarily to keep in contact with people – it is never shared with individuals or organisations outside the church.   

The reason for this initial letter is to give everyone involved with the church, parish residents, families at the primary school and village uniformed groups, the opportunity to help us to be in contact with you in the future – although you can always change your permissions and details at any time by contacting me.

Attached, you will find a form which you are invited to complete and return to the Vicar, giving whatever information you are prepared to share with us and therefore give us consent to use for the stated purposes.  Other than where there is a ‘Legal obligation’, we will never pass your information on to any third party.  It will only be used within the church for legitimate purposes.  In the table overleaf, you will see how that information may be used by the church.  As now, it will always be held securely and not misused.  It has always been my policy to treat this kind of information in this way and I welcome the new legislation and the security it offers to us all.  Please note that Parish Registers and the Church Electoral Roll are public documents.

Please recognise that we are learning about the regulations and are offering the table overleaf as a first attempt to get things right.  We may find that there are some omissions or that phraseology needs to change.  The up to date table will be published on the website.  Any significant omissions/amendments will be notified to those who have given contact details so that you may reassess your permissions.  Please bear with us as we deal with the significant administrative issues with very limited resources.

DATA PROTECTION TABLE : Jump to DATA PROTECTION NOTICE - PRIVACY POLICY

Type of Information held

Name, Address, Phone number(s), E-mail address

Reason for doing so

To enable us to keep in occasional contact about church activities or events and for general pastoral care. If your name appears on one of the following church rotas (services, refreshments, flowers, cleaning, annual Posada), it will also appear publicly (name only) when those rotas are published, including on the church website.  With permission, contact details will be shared with other members of the rota to facilitate any swapping of duties or the operation of the Posada.

Who has access to this?

The following Church Office holders: Vicar, Parish Safeguarding Officer, Church Wardens, PCC Secretary, PCC Treasurer, Electoral Roll Officer, Children’s Group Leaders, Pastoral Team Leader and Members, Choir Master, Leek Wootton Link editorial and distribution team, and those who fulfil various administrative roles at the request of the Vicar and Churchwardens.  These details will only be used for the fulfilling of the particular officer’s role.

Type of Information held

Date of Birth, Children’s names, Children’s dates of birth, Children’s Allergy or health needs, Photo Permissions

Reason for doing so

To assist any invitation to age-related activities and for anonymous statistical purposes. To give parental consent for children to be involved in various children’s activities run by the church. To give personal or parental consent for photos to be taken by authorised group/event leaders, which may be used in church publicity including website.

Who has access to this?

The following Church Office holders: Vicar, Parish Safeguarding Officer, Church Wardens, PCC Secretary, PCC Treasurer, Children’s Group Leaders.  These details will only be used for the fulfilling of the particular officer’s role.

Type of Information held

Record of attendance at services and groups.

Reason for doing so

For anonymous statistical purposes and for purposes of pastoral care.

Who has access to this?

The following Church Office holders: Vicar, Parish Safeguarding Officer, Children’s Group Leaders, Pastoral Team Leader. These details will only be used for the fulfilling of the particular officer’s role.

Type of Information held

Bank account details and donations amounts.

Reason for doing so

Statutory accounting purposes including Gift Aid calculations and reporting or for repayment of parochial expenses. This information is only held on paper copies of bank statements or on the on-line banking system of the church bank account and access is highly restricted to relevant church officers.

Who has access to this?

The following Church Office holders: PCC Treasurer, Church Wardens.  These details will only be used for the fulfilling of the particular officer’s role.

PRIVACY POLICY DATED 20 MAY 2018 : Jump to DATA PROTECTION NOTICE - DATA PROTECTION TABLE

DATA PRIVACY NOTICE

The Parochial Church Council (PCC) of All Saints’, Leek Wootton

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 All Saints’, Leek Wootton 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 All Saints’, Leek Wootton 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 the ecclesiastical parish of All Saints’, Leek Wootton;
  • 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 All Saints;
  • 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 keep you informed about diocesan events.
  • Processing is necessary for carrying out legal obligations in relation to Gift Aid or 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: -
    • 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 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.

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 [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/more/libraries-and-archives/records-management-guides].

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 All Saints’, Leek Wootton holds about you;
  • The right to request that the PCC of All Saints’, Leek Wootton 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 All Saints’, Leek Wootton to retain such data;
  • The right to withdraw your consent to the processing at any time
  • 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.

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 Vicar, Rev Jim Perryman, 4 Hill Wootton Road, Leek Wootton, Warwick CV35 7QL. E-mail vicar@leekwoottonchurch.co.uk or phone 01926 850610.

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.