Data Privacy Notice

Data Privacy Notice

The Parochial Church Council (PCC) of St Mary’s Eastrop Basingstoke

1. Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

The PCC of St Mary’s Eastrop Basingstoke 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 St Mary’s Eastrop Basingstoke 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;
  • To administer membership records;
  • To fundraise and promote the interests of the PCC, a registered 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 St Mary’s;
  • To share your contact details with the Diocesan office or Charity Commissioners where required (see paragraph 5 below);
  • To comply with the Church’s Safeguarding Policies where appropriate.

We use computer systems (including ChurchBuilder from Concordant Systems Ltd) to keep all this data safe and to help us comply with data protection regulations.

The information that we keep usually consists of your name, adult/child, sex, and family connections. If you have provided them to us then we will also keep your address, telephone, email addresses, mobile number, occupation, website, company, allergies, and date-of-birth. If the church is involved in your pastoral care, then information relating to this may be stored. We will also store information regarding membership of groups or committees within the church, such as being an attendee of a congregation or small group. We may also process and store information on any invitations we have sent to you for activities or events, your attendance at any activities or events, details of any church-related subscriptions and all information we may have requested for the purposes of DBS checks. It will also be necessary to store information about ministries you are involved with and the dates and times of any duties associated with those ministries.

We may “profile” the information we collect about you and use automatic processing particularly for the purposes of choosing how relevant a church activity is to you based on group membership, age, sex, or address.

If you are involved with a ministry at the church we may email you about this ministry, for instance with rota updates or information about what’s coming up. If you opt-in to receiving emails about new activities or events then we can keep you advised of those things that may interest you.

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

  • We process some data to carry out legal obligations in relation to Gift Aid or under employment law. We also have legal obligations under Canon Law and Church of England rules, including processing data in relation to the Electoral Roll.
  • Most of our data processing is carried out as a legitimate interest by a not-for-profit body with a religious 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.
  • We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract.
  • Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use. (If you opt-in to receiving emails about new activities or events then we can keep you advised of those things that may interest you.)

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.

We have a legal obligation to notify the Diocese of Winchester of the names and contact details of Office Holders such as Churchwardens, Deanery Synod members, PCC Treasurer, Gift Aid administrator, PCC Secretary as well as sharing personal data for the purposes of obtaining DBS checks. We also are required to notify the Charity Commissioners of the members of the PCC.

If you opt in to allowing your data to be shared with other church members on the ChurchBuilder system then they will have access to read the parts of your contact details for which you give permission. Annually a hard copy of the directory is produced and distributed which will contain the details for which permission has been given of all church members who have opted in to the sharing of their details on Churchbuilder.

6. How long do we keep your personal data[1]?

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.

In general, we will endeavour to keep data only for as long as we need it. This means we may delete it when it is no longer needed.

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 St Mary’s holds about you;
  • The right to request that the PCC of St Mary’s 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 St Mary’s to retain such 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 withdraw your consent to the processing at any time for any processing of data to which consent was sought;
  • The right to object to the processing of personal data where applicable;
  • The right to lodge a complaint.

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 of complaints please in the first instance contact the PCC Secretary / Parish Administrator at info@stmarys-basingstoke.org.uk.

The full detail of your rights can be found on the Information Commissioners Office website.

Approved 23/5/18

[1] 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