Monday, May 20, 2024

Data Protection – Rector

DATA PRIVACY NOTICE

The Rector of St George’s Church, Whyke, Chichester

1. Your personal data (information) – what is it?

Personal data relates to a living individual who can be identified from that data. Identification may be by the information held 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 (GDPR).

2. Who are we?

The Rector of St George’s Church, Whyke, as Incumbent, is a data controller alongside the PCC (please see contact details at bottom of this page). This means he or she decides how your personal data is processed and for what purposes. The PCC is also a separate data controller with its own Data Privacy Notice.

As part of the Church of England, the PCC and Incumbent work with a number of different organisations and office-holders to deliver the Church’s mission in each community. They work with i) other clergy and churches within the Deanery of Chichester; ii) the Rural Dean of Chichester; iii) the Archdeacon of Chichester; iv) the Bishop of Chichester and other Bishops within the Diocese; and v) the Chichester Diocesan Fund and Board of Finance which is responsible for the financial and administrative arrangements for the Diocese of Chichester. As the Church is made up of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities to the Church and our community. These organisations are joint data controllers. As such, we are all responsible to you for how we process your data.

3. How do we process your personal data?

The Rector of St George’s Church, Whyke, Chichester complies with its obligations and responsibility 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.

4. The Rector uses your personal data for the following purposes:

  • To enable the provision of pastoral and spiritual care.
  • To enable us to provide a voluntary service for the benefit of the public;
  • To administer membership records;
  • To fundraise and promote the interests of the charity of St George’s Church;
  • To maintain records for the purposes of safeguarding children and vulnerable adults;
  • To manage any employees and volunteers;
  • To maintain our own accounts and records, including the processing of gift aid applications;
  • To inform individuals of news, events, activities and services in the life of St George’s Church;

5. What is the legal basis for processing your personal data?

  • Explicit consent of the data subject to enable the Rector to keep you informed about news and initiatives in the life of St George’s Church;
  • Explicit consent of the data subject to enable the Rector to process your gift aid donations and financial pledges;
  • Explicit consent of parents or carers so that the Rector can register and safely look after the young people who wish to attend our outreach activities;
  • Processing is necessary for carrying out obligations under the employment, social security or social protection law, or a collective agreement;
  • Processing is necessary a) for our legitimate interests enabling the Rector as Incumbent to fulfil the charitable, pastoral and missional aims of St George’s Church as a parish church belonging to the Church of England  and/or b) for the legitimate interests of third parties;
  • Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:
    1. The processing relates only to members or former members (or those who have regular contact with it regarding those purposes); and
    2. There is no disclosure to a third party without consent.

6. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of St George’s Church to carry out a service to other church members or, for the purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.

7. How long do we keep your personal data?

The Rector keeps your personal data for no longer than is reasonably necessary 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. Parish registers for baptisms, marriages, funerals are kept permanently.

8. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights regarding your personal data:

  • The right to request a copy of your personal data which the Rector of St George’s Church, Whyke, Chichester holds about you.
  • The right to request that the Rector, as above, 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 Rector, as above, 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, (known as the right to data portability). This only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject, 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. This 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.

9. Further processing

If the Rector wishes to use your personal data for a new purpose, but not covered by this Data Protection Notice he or she will provide you with a new notice explaining this new use prior to commencement, setting out the relevant purposes and processing conditions. Where and whenever necessary, the Rector will seek your prior consent to the new processing.

10. Contact Details

To exercise all relevant rights, queries, or complaints, in the first instance please contact the Parish Administrator – Email: data@whyke.info or Tel: 01243 782885

Footnote

You may contact the Information Commissioners Office on 0303 123 1113 or email https://ico.org.uk/global/contact-us/email/ or the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF

Details about retention periods can currently be found in the Record Management Guides located on the Church Of England website: https://www.churchofengland.org/about/libraries-and-archives/records-management-guides