OUR Data Protection POLICY
LATCHETT EVANGELICAL CHURCH
GENERAL PRIVACY NOTICE v1 2018
Your personal data – what is it?
“Personal data” 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. The processing of personal data is governed by General Data Protection Regulations which come into force in may 2018.
Who are we?
This Privacy Notice is provided to you by Latchett Church which is the data controller for your data if you have any connection with the church. A description of what data is processed and for what purpose is set out in this Privacy Notice.
What data do the data controllers process?
They will process some or all of the following where necessary to perform their tasks:
· Names, titles, and photographs;
· Contact details such as telephone numbers, addresses, and email addresses;
· Where they are relevant to our operations, and where you provide them to us, we may process children’s demographic information such as gender, age and date of birth,
· Where you make donations or pay for activities, financial identifiers such as the amount, your name and the purpose of the donation will be recorded and kept secure. Bank account numbers may be seen on cheques but will not be held by the church
How do we process your personal data?
The data controller will comply with the 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.
We will use your personal data for some or all of the following purposes:
· To enable us to meet all legal and statutory obligations;
· To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with good safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
· To administer the church membership records;
· To maintain our own accounts and records;
· To process a Gift Aid donation that you have made (including your Declaration)
· For general communication about church family life
· To send you communications which you have requested and that may be of interest to you. These may include information about special events of a Christian nature
· To process an application and related correspondence for a role as leader, volunteer, or employee in church activities or user of church premises.
What is the legal basis for processing your personal data?
Most of our data is processed because it is necessary for our legitimate interests as a church family, or the legitimate interests of a third party (such as the Examiner of our accounts). Some of our processing is necessary for compliance with a legal obligation. 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.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Sharing your personal data
Your personal data will be treated as strictly confidential. It will not shared with third parties without your consent
unless there is a legal imperative to do so. It is likely that we will need to share your Gift Aid information, if any, with the Examiner of our accounts
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:-
1. The right to access information we hold on you
· At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.
2. The right to correct and update the information we hold on you
· If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
3. The right to have your information erased
· If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
· When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
4. The right to object to processing of your data
· You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
5. The right to data portability
· You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
· You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
7. The right to object to the processing of personal data where applicable.
8. The right to lodge a complaint with the Information Commissioner’s Office.
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.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, Tim Smith Email: firstname.lastname@example.org
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.