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 Chaplaincy Council of All Saints, Hérault, 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 Chaplaincy Council of All Saints, Hérault, 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 inform you of news, events, activities and services connected with All Saints;
- To administer Chaplaincy matters for those on the Electoral Roll and Chaplaincy Council;
- To administer the planned giving scheme;
- To maintain our own accounts and records, including the processing of gift aid applications and the provision of French reçus fiscaux;
- To administer our Emergency Contacts System;
- To keep members of Chaplaincy groups (eg Prayer Group) informed of meetings.
4 What is the legal basis for processing your personal data?
- Consent of the data subject to receive e-mails so that we can keep you informed about news, events, activities and services.
- Processing is necessary for carrying out legal obligations in relation to Gift Aid and the provision of French reçu fiscaux;
- As required by the Church of England.
5 Sharing your personal data
Your personal data will be treated as strictly confidential. Should anyone ask to be put in contact with you your details will not be divulged: the churchwardens or Priest-in-Charge will pass on a message if they consider it to be appropriate. Your details will only be made public (eg on the website) or shared with other members of the church if you have given explicit consent, eg the Safeguarding Officer.
6 How long do we keep your personal data1?
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.
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 Chaplaincy Council of All Saints, Hérault, holds about you;
- The right to request that the Chaplaincy Council of All Saints, Hérault, 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 Chaplaincy Council of All Saints, Hérault, to retain such data;
- The right to withdraw your consent to our use of your information 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 lodge a complaint with the Information Commissioner’s 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 of complaints please in the first instance contact the Churchwardens:
Patricia BIGOT 2 Chemin de la Fourquette 34320 Margon Tel: 0467251386 / 0660245457
Nigel SUMMERSALL 30 route de Canet 34230 le Pouget Tel: 0467447881 / 0643384155
E-mail : firstname.lastname@example.org
You can contact the Information Commissioner’s Office on +44 (0)303 123 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