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 (GDPR) 2018. This legislation comes into effect on 25th May 2018.
2. Who are we?
The Parish of Chandler’s Ford is part of the Church of England within the Diocese of Winchester. It includes the churches of St. Boniface and St. Martin in the Wood.
The PCC of the Parish of Chandler’s Ford is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
The Church of England is made up of a number of different organisations and office-holders who work together to deliver the Church’s mission in each community. The PCC works together with:
- the incumbent of the parish, the vicar, Revd Dr Ian Bird.
- the bishops of the Diocese of Winchester; and
- the Diocesan Office for the Diocese of Winchester,
- the Winchester Board of Finance (WBF), which is responsible for the financial and administrative arrangements for the Diocese of Winchester.
As the Church is made up of all of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities to the Church and our community. The organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
Each of the data controllers have their own tasks within the Church and a description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is sent to you by the PCC on our own behalf and on behalf of each of these data controllers. In the rest of this Privacy Notice, we use the word “we” to refer to each data controller, as appropriate.
What data do the data controllers listed above process? They will process some or all of the following where necessary to perform their tasks:
- Names, titles, and aliases, photographs;
- Contact details such as telephone numbers, addresses, and email addresses;
- Where they are relevant to our mission, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants;
- Where you make donations or pay for activities such as use of a church hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
- The data we process is likely to constitute sensitive personal data because, as a church, the fact that we process your data at all may be suggestive of your religious beliefs.
3. How do we process your personal data?
The PCC of the Parish of Chandler’s Ford complies with its 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 some or all of the following purposes: –
- To deliver the Church’s mission to our community, enabling us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
- To inform you of news, events, activities and services running in the Parish of Chandler’s Ford, for adults, youth and children (as appropriate);
- To administer membership records;
- To enable those who undertake pastoral care duties as appropriate e.g. visiting the bereaved;
- To manage our employees and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To fundraise and promote the interests of the Parish of Chandler’s Ford, a registered charity;
- 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.
We collect information when you:
- complete a Welcome card
- join the Parish electoral roll
- provide your details verbally or by other written means (e.g. marriage application form, baptism application form)
- Fill in a Giving form
Your personal information is held on a secure database called ChurchSuite to enable the Parish to communicate effectively and efficiently with our members and to carry out pastoral care. Giving data is held securely on a separate PC. Your data could also be made visible by you, through an option called My ChurchSuite, which allows your contact details to be made available to other church members like a controlled directory. This option is under your control through your own My ChurchSuite account.
Personal opinions are not recorded on the database.
4. What is the legal basis for processing your personal data?
- 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.
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 of the parish with your consent.
The database may be used to compile statistics about our membership but at no time will reports contain any information that would enable an individual to be identified.
The Parish has a Data Protection Policy, a copy of which can be read at the back of either church or can be provided by the Parish Office in email or printed form.
6. How long do we keep your personal data?
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 of the Parish of Chandler’s Ford holds about you;
- The right to request that the PCC of the Parish of Chandler’s Ford 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 the Parish of Chandler’s Ford 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),
- 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,
- 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 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.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the PCC Secretary Jo Streat at firstname.lastname@example.org Monday or Thursday afternoons 2pm-6pm or Suzie Pavitt, the Parish Data Protection Officer at email@example.com or on 02380 265977 Monday-Friday 9am-1pm.
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.
 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