Data Controller: The Parochial Church Council of the Ecclesiastical Parish of Claygate; Charity Number 1128476, known as Holy Trinity Claygate (HTC)
Data Protection Lead: Brian Howells, Operations Manager.
Date of Policy: 1 May 2018
This is the Privacy Notice and data protection policy for Holy Trinity Claygate. It covers how we will process (use and store) your data, what data we hold, your individual rights and how you can interact with us about your data. As with all policy statements, it is a bit wordy! But don’t let this put you off, and if you need to, you are welcome to get in touch with our Data Protection Lead. We are here to help!
This policy covers our use of personal data, which is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information.
Our processing of personal data is governed by the Data Protection Bill/Act 2017-2019 and the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998].
Who are we? This Privacy Notice is provided to you by The Parochial Church Council of the Ecclesiastical Parish of Claygate which is the Data Controller for your data. Holy Trinity Claygate has appointed a number of responsible people for the control and processing of personal data that we hold. These post-holders have been trained in GDPR requirements and a list of the individuals can be inspected at the Church Office by request. For clarity, the term Data Controller covers, and is accountable for, all employed staff members, office holders and trustees for Holy Trinity Claygate.
Holy Trinity Claygate processes data containing:
As a Data Controller, all our appointed persons will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data. If you have any concerns about how your data is being used, please speak with our Data Protection Lead.
We only hold data that either we are legally obliged to or that helps us fulfil our missional and charitable aims as a church. We are a membership organisation and good communication with our membership is an essential part of being church.
Therefore, we will hold and process data to:
We will always treat your personal data as strictly confidential. It will only be shared with third parties where it is necessary for us as a church or where you first give us your prior consent. For example, we utilise external providers to maintain our database software, to run our payroll and to support our financial systems. All of these bodies will be part of our church setup and have their own privacy policies and will have confirmed to us that they are GDPR compliant.
On occasion, there may be a reason to share personal data with other churches with which we are carrying out joint events or activities.
Our general rule is to keep data no longer than necessary. Where you continue to actively engage with our church services, activities and events, we will retain the appropriate membership data for you so that we can best serve your involvement. We operate to an annual process of review, by which we assess who is actively engaging in church membership, and where this is not the case we will remove your data. Additionally:
You have the following rights with respect to your personal data: when exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
Our website is accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas, however it is our general practice not to publish any personal data on our website or in our printed news sheets.
Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.
If we wish to use your personal data for a new purpose, not covered by this 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.
If you have any queries or concerns about how we use your data, please do get in contact with us.
Our Data Protection lead is Brian Howells and can be contacted at:
Address: Holy Trinity Claygate, Church Road, Claygate, Surrey, KT10 0JP
Tel: 01372 463603