DATA PRIVACY NOTICE
The Parochial Church Council (PCC) of St Wilfrid’s Church, Wilford
Introduction – What is this document for and what is it about?
Like every other club, society, company and organisation in the country, St Wilfrid’s Church collects data about people and stores it and uses it (principally for electronic or paper communication) for the benefit of those who attend and support St Wilfrid’s Church. New rules have been introduced by the European Union, taking effect from May 2018, which are designed to ensure that this data is used responsibly and respectfully by the organisations which store it. These rules have been incorporated in what is known as the General Data Protection Regulation or “GDPR” and this “Data Privacy Notice” has been compiled by us in order to comply with our obligations under the GDPR.
Its primary purpose is to explain what data we look after and manage, and what rights people like you have, to restrict what is done with your data or ask for its removal from our records.
1. Who are we?
The PCC of St Wilfrid’s Church, Wilford is the “data controller” (Our contact details appear below). This means it is the PCC which decides how your personal data is processed and for what purposes.
2. 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”).
How do we collect information from you?
We obtain information about you when you use our website, filling out any webpages forms sign up for any of our events or groups on ChurchSuite, registering a child with us for a kids group, joining our mailing list, registering your interest in serving, giving or apply for a paid or volunteer position with the church.
What type of information do we collect from you?
The personal information we collect might include your name, address, email address, phone number, attendance information at events, groups and meetings, IP address, and information regarding what pages are accessed and when.
3. How do we “process” your personal data?
The PCC of St Wilfrid’s complies with its obligations under the “GDPR” by keeping your 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 measures are in place to protect personal data.
We see your personal data as an extension of you, entrusted to us for specific purposes. Unique and to be respected.
In our work as a church community, we use your personal data for the following purposes:
To enable us to provide a voluntary service for the benefit of the public in a particular geographical area; (in our case, this is the parish of St Wilfrid’s Church broadly covering Wilford, Compton Acres and Silverdale)
To inform you of news, events, activities and services running at St Wilfrid’s (this is with your permission given when signing up to our church database ‘ChurchSuite’)
To administer our membership records;
To maintain our own financial accounts and records
Process a donation that you have made, and claim gift aid on it, with your written permission.
Process requests that you have made, i.e. registering you for groups and events run by the church
Ensure that children attending a St Wilfrid’s Church group or event are safely registered and accounted for.
To communicate with those who are not members of St Wilfrid’s Church, but who have expressed a wish to be informed of events connected with church services or with the life of the Parish, including (but not restricted to) people who have come into contact with the church through attending marriages, baptisms or funerals;
To fundraise and promote the interests of St Wilfrid’s and those in its parish;
To manage and look after our employees and volunteers;
To inform you of events, activities and services that will be occurring in the wider diocese and in which you may be interested.
For details of our policy on confidentiality and GDPR please email info@stwilfrids.church.
4. What is the legal basis for processing your personal data?
There are four key considerations:
Legitimate use occurs where your data is used reasonably from a pastoral perspective to keep you connected with relevant aspects of the church’s life. For example in connection with baptism’s, weddings or funerals.
For more general use of your data we require the explicit consent of the “data subject” in order 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.
The “processing” or use of data can be necessary for carrying out our legal obligations under employment, social security or social protection law, or under a collective agreement;
The “processing” of personal data can be carried out by a not-for-profit body like St Wilfrid’s provided:
The processing relates only to members or former members, (legitimate use), or others who have given their express consent, and
There is no disclosure to anyone else (a “third party”) without express consent.
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 only share your data with third parties outside the Parish with your explicit written consent. We will not sell your information to third parties.
We may pass your information to a third party associated organisation for the purposes of completing tasks and providing services to you on our behalf (for example to register you with an external event like HTB Focus). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service
When you are using our secure online giving page, your giving is processed by a third-party payment processor that specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.
6. How long do we keep your personal data1?
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.
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 7 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 any personal data which the PCC of St Wilfrid’s holds about you;
The right to request that the PCC of St Wilfrid’s 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 (and not mandatory) for the PCC of St Wilfrid’s to retain such data;
The right to withdraw your consent to the processing at any time
The right to request that the PCC of St Wilfrid’s as data controller provide you with your personal data and where possible, transmit that data directly to another data controller, (known as “the right to data portability”), [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on any further processing; • The right to object to the processing of your personal data; [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing a
The right to lodge a complaint with the Information Commissioner's Office. (ICO)
8. Your choices
You have a choice about whether or not you wish to receive information from us. We will collect your contact information via our website and store it on ChurchSuite from where we send you details of church life, events and groups. If you do not want to receive these communications, you have the right to remove your information from ChurchSuite, or you can request such a preference via the church office at any time.
How can you access and update your information?
St Wilfrid’s Church uses ChurchSuite (a cloud hosted, web based management system which complies with the principles of the GDPR) to host and process all personal information of guests and members of the church. Members of the congregation are invited to download and access MyChurchSuite for the purpose of staying in contact with the rest of the church and for adapting their communication preferences.Alternatively, you can contact the church office at info@stwilfrids.church or by post at St Wilfrid’s Church Offices, St Wilfrid’s Church Drive, Wilford, NG11 7AJ at any time with such a request.
You have the right to ask for a copy of the information St Wilfrid’s Church holds about you. There may be a charge associated with this to cover our costs in providing you with details of the information we hold about you. Security precautions are in place to protect the loss, misuse or alteration of your information. When you give us personal information, we take steps to ensure that it’s treated securely.
9. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing. This will set out the proposed new purposes of any processing and any new processing conditions. Where and whenever necessary, we will seek your prior consent to any new processing.
10. Use of 'cookies'
Like many other websites, the St Wilfrid’s website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.
For the purpose of keeping webstats and analysing how people interact with our website – for the purpose of improving it and making it fit for purpose, we may use software that allows us to track IP addresses and ‘click’ interaction with the website.
11. Contact Details
To exercise any of your legal rights detailed in this Data Privacy Notice, to raise queries or complaints about data processing and privacy, or to notify us of a data breach, please in the first instance contact the PCC Secretary and the Operations Director by email on info@stwilfrids.church or call the church’s main telephone number on 0115 981 6960.