DATA PRIVACY NOTICE
The Parochial Church Council (PCC) of St Peter Mancroft, Norwich
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
The PCC and the Incumbent of St Peter Mancroft, Norwich are the data controllers (contact details below). This means they decide how your personal data is processed and for what purposes.
3. How do we process your personal data?
The PCC and Incumbent of St Peter Mancroft, Norwich comply with their 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 administer membership records via the Electoral Roll;
· To fundraise and promote the interests of the charity;
· To manage our employees and volunteers;
· To maintain our own accounts and records (including the processing of gift aid applications);
· To inform you of news, events, activities and services running at St Peter Mancroft;
· To distribute church rotas;
· For members of the clergy (or their delegates) to provide pastoral care to our parishioners where explicit consent has been granted.
4. What is the legal basis for processing your personal data?
· Most of our data is processed because it is necessary for our legitimate interests. An example of this would be our safeguarding work to protect children and vulnerable adults. We will always take into account your interests, rights and freedoms.
· Some of our processing is necessary for compliance with a legal obligation. For example, under Canon Law to announce forthcoming weddings by means of the publication of banns.
· We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the hire of Church or Chantry Hall facilities or employment contracts and volunteer agreements.
· Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details. This will include former members.
· Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use for instance to keep you informed about news, events, activities and services and to process your gift aid donations.
5. 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. We will not share your data with any third parties, except for those acting as our agents, e.g. Churchdesk (Church management system) who have adequate GDPR policies and procedures in place.
We will not share information with any other third parties except where we are obliged to for safeguarding reasons; this can happen when someone is at risk of serious harm or if there is a legal duty. If this happens we keep you informed whenever we can.
6. 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 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 PCC or Incumbent of St Peter Mancroft, Norwich holds about you;
· The right to request that the PCC or Incumbent of St Peter Mancroft, Norwich 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 or Incumbent of St Peter Mancroft, Norwich to retain such data;
· The right to withdraw your consent to the processing at any time;
· The right to lodge a complaint with the Information Commissioners 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 Church Office, Chantry Rd, Norwich NR2 1QZ, secretary@stpetermancroft.org.uk.
You can contact the Information Commissioners Office on 0303 123 1113 or via emailhttps://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
St Peter Mancroft PCC is a Registered Charity, No 1134653
[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/more/libraries-and-archives/records-management-guides