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 2016/679 (the “GDPR”) from 25 May 2018.
Who are we?
The Parochial Church Councils (PCCs) of the parishes of Benson, Brightwell Baldwin, Cuxham with Easington, and Ewelme,is the Data Controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
The PCCs comply with 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 Benson and the surrounding area;
● To maintain the Electoral Roll records;
● To fundraise and promote the interests of the church;
● To manage our employees and volunteers;
● To administer church groups, including the PCC, choirs, bell-ringers, orchestra, house groups, youth groups, rotas for: cleaning, tea and coffee, readers, intercessors;
● To maintain our own accounts and records;
● To operate the website and social media accounts and deliver the services that individuals have requested;
● To inform individuals of news, events, activities or services running in the Benefice of Benson with Ewelme;
● To process gift aid claims;
● To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
What is the legal basis for processing your personal data?
These fall under either article 6 or article 9 – dealt with separately below
Article 6 Processing
● Consent of the data subject;
● Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
● Processing is necessary for compliance with a legal obligation;
● Processing is necessary to protect the vital interests of a data subject or another person;
● Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller;
● Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.
Article 9 Processing
● Explicit consent of the data subject;
● Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
● Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent;
● 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.
● Processing relates to personal data manifestly made public by the data subject;
● Processing is necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity;
● Processing is necessary for reasons of substantial public interest on the basis of EU or Member State law;
● Processing is necessary for reasons of preventative or occupational medicine, for assessing the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of EU or Member State law or a contract with a health professional;
● Processing is necessary for the reasons of public interest in the area of public health;
● Processing is necessary for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with members of the PCC. We will only share your data with third parties outside of the parish with your consent.
● To enable us to meet legal obligations including maintaining and publishing our electoral role in accordance with the Church Representative Rules.
● To carry out safeguarding procedures in accordance with the Diocesan safeguarding practice ensuring children and vulnerable adults are provided with a safe environment.
● To make gift aid claims.
● Rotas are displayed in church and are visible to anyone visiting the church
● Parish registers are a matter of public record and can be inspected.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data:
· Processing of gift aid claims;
· The Parish Electoral Roll;
· To inform you of worship, mission and other events taking place at our churches or within our wider community;
· To carry out safeguarding procedures in accordance with the Diocesan safeguarding regulations.
Your data is retained for as long as you continue to be a regular member of the congregation or as required for legal purposes, whichever is the longer.
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 relevant PCC holds about you;
● The right to request that the relevant PCC 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 to retain such data;
● The right to withdraw your consent to the processing at any time if you have given it;
● 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 Commissioners Office.
Automated Decision Making
No PCC in this benefice uses any software which uses automated decision making.
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.
To exercise all relevant rights, queries or complaints please in the first instance contact the PCC Secretary at firstname.lastname@example.org (for Benson parish), or the Rector at email@example.com for other parishes.
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.