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 2016/679 (the “GDPR”)].
Who are we?
Clarendon Trust Limited is the legal name of the charity which operates Emmanuel Church. Clarendon Trust is the data controller (contact details below) for the purposes of the laws relating to data protection. This means that Clarendon Trust decides how your personal data is processed and for what purposes.
How do we process your personal data?
We use your personal data for the following purposes: -
- For the pastoral team - to provide pastoral care to attendees of Emmanuel (part of Clarendon Trust)
- For staff administrators;
- to manage our employees and volunteers.
- If you are an Emmanuel member, to administrate your records.
- To inform individuals of news, events, activities and services running at Emmanuel (part of the Clarendon Trust)
- If you volunteer, to enter your data onto ChurchSuite, to manage and send out rotas.
- If you join a small group, to enter your data onto ChurchSuite and details given to your group leader.
- If your child/children attends Emmanuel Kids or one of the Emmanuel Youth groups, to enter data in ChurchSuite for news, emergency contact and safeguarding purposes.
- For events you have signed up for, to keep you updated of programme, speakers and any practical aspects.
- To process donations and gift aid applications.
Clarendon Trust complies with its obligations under [the General Data Protection Regulation (known as the GDPR)] by
- keeping personal data up to date;
- storing and destroying it securely;
- not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure; and
- ensuring that appropriate technical measures are in place to protect personal data.
What is our legal basis for processing your personal data?
Article 6 Para 1(a) of the GDPR gives us a lawful basis of processing data for specific purposes where you have consented to us doing so.
In other circumstances, under Article 6 Para 1(f) of the GDPR, we may process your data in ways you would reasonably expect where it is within our legitimate interests to do so. This would include instances where we process data for Volunteering, Small Groups and Events.
Some types of information we hold about you may be more sensitive for example information in relation to criminal convictions, marital status or sexuality. We have additional protections around this information.
As a church, we have permissions under Article 9 Para 2(d) of the GDPR to process data relating to your religious beliefs.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with Clarendon Trust employees and select volunteers. We use Churchsuite to hold and manage your data for some purposes. Churchsuite is a “data processor” and is restricted in what it can do with your information by both the contract it has with Clarendon Trust and the GDPR. We will only share your data with other third parties outside of the Clarendon Trust with your consent.
How long do we keep your personal data?
We keep your data for no longer than reasonably necessary. We will process your data as long as you are a member of the church or are in regular contact with the church. E.g. Sunday services, volunteering and/or small groups.
If you resign from membership or are no longer in regular contact with us, we will retain your data for a maximum of 1 year unless you specifically request for your data to be deleted earlier except where it is necessary for us to retain that information for other reasons (eg children’s work rotas for safeguarding purposes).
We use automated processing to help inform our decision regarding this.
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 Clarendon Trust holds about you;
- The right to request that the Clarendon Trust 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 Clarendon Trust to retain such data;
- 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 lodge a complaint with the Information Commissioners Office.
From time to time, we make use of automated processing to help us with understanding the needs of the church, event planning, managing and reviewing data, provide better pastoral care and help us meet various legal requirements.
If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.
To exercise all relevant rights, queries or complaints, please in the first instance contact the data protection officer (Daniel Mcnaught) at email@example.com .
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.