“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. Our processing of personal data is governed by all applicable data protection and privacy legislation in force from time to time in the UK including the UK GDPR (has the meaning given to it in S3(10) as supplemented by S205(4)of the Data Protection Act 2018) and the Data Protection Act 2018 as each are updated from time to time, and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of personal data and the privacy of electronic communications .
This Privacy Notice is provided to you by the Parochial Church Council (PCC) of St Thomas Oakwood, which is the data controller for your data.
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 (that is, our vicar);
the bishops of the Diocese of London; and the London Diocesan Fund, which is responsible for the financial and administrative arrangements for the Diocese of London.
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.
They will process some or all of the following where necessary to perform their tasks. This information may include:
Full name, title and alias;
Photographs;
Your home address, email address, home and mobile telephone numbers;
Your date of birth and/ or age;
Your Gender;
Your Marital Status;
Your Nationality.
Bank account numbers;
Payment card numbers;
Payment/ transaction identifiers;
Policy numbers;
Claim numbers;
Education/ work histories
Academic or Professional qualifications
Family composition
Dependants
Recording & uploading live streaming from church services
Racial or ethnic origin;
Health information - mental and physical, details of injuries, medication or treatment received;
Sexual Orientation;
Criminal Records - including the results of Disclosure and Barring Service (DBS) checks, fines and other similar judicial records.
The data controllers will comply with their 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 use your personal data for some or all of the following purposes:
- To enable us to meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules);
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at- risk are provided with safe environments;
- To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are gravely ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
- To deliver the Church’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in the constitution and statutory framework of each data controller;
- To administer the parish, deanery, archdeaconry and diocesan membership records;
- To fundraise and promote the interests of the Church and charity;
- To maintain our own accounts and records;
- To process a donation that you have made (including Gift Aid information)
- To seek your views or comments;
- To notify you of changes to our services, events and role holders;
- To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities;
- To process a grant or application for a role;
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
- Our processing also includes the use of CCTV systems for the prevention and prosecution of crime.
Legitimate Interests - Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation in the Church of England). An example of this would be our safeguarding work to protect children and adults at risk. We will always take into account your interests, rights and freedoms.
Legal Obligation - Some of our processing is necessary for compliance with a legal obligation. For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns.
Contract - 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. An example of this would be processing your data in connection with the hire of church facilities.
Consent - For processing of some of your personal data, we may ask for your consent
Not for Profit Condition - To process some special category data, we rely on the permitted condition of being a Not for Profit Body. This enables us o process information about your religious beliefs to administer membership or contact details.
Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- The appropriate bodies of the Church of England including the other data controllers;
- Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our database software;
- Other clergy or lay persons nominated or licensed by the bishops of the Diocese of London to support the mission of the Church in our parish. For example, our clergy are supported by our area dean and archdeacon, who may provide confidential mentoring and pastoral support. Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions may participate in our mission in support of our regular clergy;
- Other persons or organisations operating within the Diocese of London including, where relevant, the London Diocesan Board for Schools and Subsidiary Bodies;
- On occasion, other churches with which we are carrying out joint events or activities.
- We may share photographs and recorded or live streamed services with the public by uploading to social media and other internet sites
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.
Under the data protection laws, you have a number of legal rights in relation to the personal data we hold about you. However, they do not apply in all circumstances, sometimes your exercise of the right may be restricted. If there is a restriction, we will explain it in more detail when you contact us to exercise your rights.
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
Right to be informed - The right to be informed about our collection and use of your personal data
We must provide you with certain information (as we have done in this privacy notice) such as the purpose for processing your personal data, how long we hold it for and who it will be shared with.
Right of access - 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.
There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
Right to rectification - 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.
Right to be forgotten - 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)).
Right to object - 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.
Right to data portability - The right to move, copy or transfer your data 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.
Right to restrict processing - The right to request the restriction or suppression of your personal data
In certain circumstances, you have the right to limit the way we use your personal data for example if you have issues with the content of the information we hold or how we have processed your data. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
For any data that we are processing on the legal basis of your consent, you can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
You also have the right to complain to the Information Commissioner's Office which enforces data protection laws
If your data is processed within the EEA, it is protected by European data protection standards. We will ensure suitable safeguards are in place before we transfer your personal information to countries outside of the EEA which do not have adequate protection under data protection laws that apply to us.
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, St Thomas Church, Prince George Avenue, Oakwood, London N14 4SN
Telephone: 020 8245 9152
Email: office@st-toms.org.uk
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.