The Parochial Church Council (PCC) of Abbots Langley (St Lawrence, Abbots Langley and the Church of the Ascension, Bedmond)
1. 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”).
2. Who are we?
The PCC of Abbots Langley, including St Lawrence Abbots Langley and the Church of the Ascension Bedmond (thereafter known as ‘Abbots Langley’) is the data controller (contact details below). The data controller is responsible for defining the processes used to manage your personal data and the purposes for which it may be used.
3. What use do we make of your personal data?
We use your personal data for the following purposes: -
● To enable us to provide a voluntary service for the benefit of the public within our parish;
● To administer membership records;
● 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 Lawrence and the Church of the Ascension;
● To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested.
4. How do we process your personal data?
The PCC of Abbots Langley complies with its obligations under the “GDPR” by having procedures to:-
● Keep personal data up to date;
● Store and destroy it securely;
● Only collect and retain the data needed to execute our activities;
● Protect personal data from loss, misuse, unauthorised access or disclosure;
● Ensure that appropriate technical measures are in place to protect personal data.
5. What is the legal basis for processing your personal data?
GDPR defines a number of bases which provide us the right to collect and use your personal data. These are:-
● 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.
6. 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 of the parish with your consent.
7. How long do we keep your personal data?
We keep data in accordance with the procedures 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 in accordance with Inland Revenue requirements; and parish registers (baptisms, marriages, funerals) permanently. Where we have carried out an occasional office for you such as a baptism, wedding, funeral etc., and you have consented to us retaining this information for the purposes of contacting you in connection with the service we provided, we will retain this information until you tell us that you no longer wish us to hold it,
8. 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 of Abbots Langley holds about you;
● The right to request that the PCC of Abbots Langley 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 of Abbots Langley 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), this right 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 a restriction is placed on further processing;
● The right to object to the processing of personal data, this right only applies: -
o where processing is based on legitimate interests (or the performance of a task in
the public interest/exercise of official authority) or; o for direct marketing and processing for the purposes of scientific/historical research
● The right to lodge a complaint with the Information Commissioner's Office.
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 and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
10. Document Revision.
This document is subject to revision control and will be reviewed annually by the Abbots Langley PCC to ensure its continuing suitability.
11. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator at The Church Office, High Street, Abbots Langley, WD5 0AS; 01923 261795; email@example.com or for issues of a serious nature the Churchwardens whose details can be found via www.abbotslangley.org.uk
You can contact the Information Commissioner's 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.
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-us/structure/churchcommissioners/administration/librariesandarchives/records managementguides.aspx