St Andrew's 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 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”).
 

Who are we?
 

The PCC of St. Andrew’s, Goldsworth Park is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.
 

The Church of England is made up of a number of different organisations and office-holders who work together to deliver the Church’s mission in each community.  The PCC works together with:
 

the incumbent of the parish (that is our vicar); and

the bishops of the Diocese of Guildford.
 

As the Church is made up of all of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities to the Church and our community.  The organisations referred to above are joint data controllers.  This means we are all responsible to you for how we process your data..
 

Each of the data controllers have their own tasks within the Church and this Privacy Notice is provided by the PCC on our own behalf and on behalf of each of these data controllers.  In the rest of this Privacy Notice, we use the words “we” and “us” to refer to each data controller, as appropriate.
 

How do we process your personal data?
 

We comply with our 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 meet our statutory obligations;

• To deliver the church’s mission to our community and to enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution (eg. Toddler Groups or Lunches for the elderly);

• To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;

• To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are gravely ill or bereaved) and to organise and perform church services for you, such as baptisms, confirmations, weddings and funerals;

• To administer membership records;

• To encourage financial giving in support of the work of the church and promote its interests;

• To manage our employees and volunteers;

• To maintain our own accounts and records (including the processing of gift aid applications); and

• To inform you of news, events, activities and services running at St Andrew’s and to seek your views or comments.
   

What is the legal basis for processing your personal data?
 

• Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about diocesan events.

• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

• Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union 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.
     

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.

It is likely that we will need to share your data with some or all of the following (but only where necessary):
 

• The appropriate bodies of the Church of England including the other data controllers;

• Other clergy or lay persons nominated or licensed by the bishops of the Diocese of Guildford to support the mission of the Church in our parish.  For example, our clergy are supported by our area dean and archdeacon, who may provide confidential mentoring and pastoral support.  Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions may participate in our mission in support of our regular clergy; and

• On occasion, other churches with which we are carrying out joint events or activities (eg. The Salvation Army for Messy Church).
   

We will only share your data with other third parties with your consent.

 

 

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 seven years after the tax 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 we hold about you;

• The right to request that we correct 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 us to retain such data;

• The right to withdraw your consent to the processing at any time;

• 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;

• 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; and

• 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 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.
 

Contact Details
 

To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator at office@standrewsgwp.org or telephone 01483 723879.
 

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.
 

 

[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/about/libraries-and-archives/records-management-guides