The Parochial Church Council (PCC) of Christ’s Church, Harwood
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Data for example can be a name, photograph, email address, bank details, posts on social networking websites, medical information, or a computer IP address. Identification can be by the data alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The General Data Protection Regulation (GDPR) governs the processing of personal data.
2. Who are we?
Christ’s Church, Harwood is a Registered Charity and the PCC is the board of trustees of that charity and 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 Christ’s Church, Harwood complies with its obligations as a data controller under the GDPR by:
a) Keeping personal data up to date; b) Storing and destroying it securely; c) Not collecting or retaining excessive amounts of data; d) Protecting personal data from loss, misuse, unauthorised access and disclosure; and e) Ensuring that appropriate technical measures are in place to protect personal data.
4. Why do we process your personal data?
We use your personal data for the following purposes:
a) To deliver our charitable aims which are to promote, facilitate and assist the work and purposes of the Church of England for the advancement of the Christian faith in the Parish of Harwood and elsewhere and to provide a voluntary service for the benefit of the public;
b) To provide pastoral care and comfort to the community. c) To administer records of parish, officers, employees, volunteers and committees; d) To fundraise and promote the interests of the Church of England and our charity; e) To manage our employees and volunteers; f) To maintain our own accounts and records (including the processing of gift aid applications); g) To carry out comprehensive safeguarding procedures and checks in accordance with best safeguarding practice from time to time; h) To maintain our website, Facebook page and other forms of social media, available;
i) To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered;
j) To inform you of news, events, activities, training and services running either within the Parish or further afield that are relevant to your role;
k) Through any or all of the following methods:
5. What is the legal basis for processing your personal data?
a) We process data to enable us to meet our legal, contractual and statutory obligations. Examples would be to complete Baptism or Wedding registers or to process your gift aid donations; b) Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and keep you informed about diocesan events;
c) Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
d) Processing is carried out by a not-for-profit body with a religious aim provided: -
e) The processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
f) There is no disclosure to a third party without consent.
6. Sharing your personal data
a) 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 may need to share your data with some or all of the following;
b) The appropriate bodies of the Church of England including other data controllers such as the Bishop of Manchester or the National Church Institutions;
c) Our agents, servants and contractors.
d) Diocesan officers, bishops, archdeacons, officeholders and other clergy or lay persons nominated or licensed to support the mission of the Church of England in the Diocese. e) 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?
a) We will keep some records permanently (such as minutes of our trustee meetings) or for an extended period of time if we are legally required to do so. For example HMRC require us to retain financial records for a minimum of 7 years. We aim to keep data only for as long as is necessary and we will delete it when it is no longer needed.
b) 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.
c) We will review all data held every 3 years to coincide with the renewal of the electoral roll.
8. Your rights and your personal data
a) Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
b) The right to request a copy of your personal data which the PCC of Christ’s Church, Harwood holds about you;
c) The right to request that the PCC of Christ’s Church, Harwood corrects any personal data if it is found to be inaccurate or out of date;
d) The right to request your personal data is erased where it is no longer necessary for the PCC of Christ’s Church, Harwood to retain such data;
e) The right to withdraw your consent to the processing at any time
f) 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, (known as the right to data portability), (where applicable).
g) 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;
h) The right to object to the processing of personal data, (where applicable)
i) The relevant forms to be completed in order to request any information can be obtained from the PCC Secretary or the Data Protection Co-ordinator
9. 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.
10. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Data Co-ordinator or PCC Secretary by emailing firstname.lastname@example.org or ringing 01204 525296.
Christ’s Church Harwood is a Registered Charity, No 1155350