PRIVACY NOTICE FOR ULVERSTON PARISH CHURCH
- 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 personal data alone or the data plus any other information in the data controller’s (see below) possession or likely to come into their possession. The collection, storage and use of personal data is governed by the General Data Protection Regulation (the “GDPR”).
- Who is the Data Controller?
The Parochial Church Council (PCC) of Ulverston Parish Church is the data controller. This means it decides how your personal data is processed and for what purposes.
- What do we use your personal data for?
We use your personal data for the following purposes: –
- To enable us to provide a voluntary service for the benefit of the public in our parish and deanery
- To manage, administer and promote the life of the church
- To inform you of news, events, activities within the life of the church and services running at UPC
- To administer courses and events
- To provide a useful resource in the form of a directory of church members
- To pray for you and those you care about
- To manage our employees and volunteers
- To ensure compliance with safeguarding procedures
- Where we need to comply with a legal or regulatory obligation
- To administer membership records
- For the administration of financial transactions and donations
- To maintain our own accounts and records including the processing of gift aid applications and giving to the church
- To fundraise and promote the interests of the church
- To manage the website and social media
- To manage hire of church premises
- How do we process your personal data?
Ulverston Parish Church PCC 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.
- What is the legal basis for collecting, using and storing your personal data?
Collecting, using and storing your data is called Data Processing. Personal data can be collected used and stored when there is one of the following:
- A legitimate interest – we use this as the basis for processing your data to conduct and manage the life of the church community, its activities and events. We consider and balance any potential impact on you and your rights before processing your personal data for our legitimate interests.
- Consent – Your explicit consent is sought where we collect special categories of data, for example so that we can pray for you and for the creation of a church directory. (See ICO website for definition of special categories of data)
- Legal obligation – collecting, using and storing your personal data is necessary for carrying out the legal obligations that we are subject to.
- Contracts – where personal data is needed before entering into a contract with you
Processing of personal data is carried out by Ulverston Parish Church as 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 its purposes); and
- there is no disclosure to a third party without consent.
- Sharing your personal data
Your personal data will be treated as strictly confidential. It 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 that you have consented to. We will only share your data with third parties outside of the parish with your consent.
- 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.
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.
- 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 holds about you;
- The right to request that the 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 of your data at any time
- The right to request the transfer of your personal data to you or to a third party. This right only applies to automated information which you provided consent for us to use, or where we use the information to perform a contract with you.
- 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 we are relying on legitimate interest
- 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 Privacy Notice, then we will provide you with a new notice explaining the new use. Where and whenever necessary, we will seek your prior consent to the new purpose.
- Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the PCC Secretary via the church office.
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.
 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