St Alphege Church, Whitstable

District Church Council (DCC)

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 DCC of St Alphege, Whitstable 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 DCC works together with:

  • our vicar;
  • the bishops of the Diocese of Canterbury; and
  • the Diocesan Offices (including the offices of the Archdeacons), which are responsible for the financial and administrative arrangements for the Diocese of Canterbury.

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 has 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 given to you by the DCC 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.

3. How do we process your personal data?

The DCC of St Alphege, Whitstable and the data controllers named above comply with their 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 the following purposes: –

  • To enable us to meet all 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 vulnerable adults are provided with safe environments;
  • To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, wedding 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 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 manage our employees and volunteers;
  • 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 or other fundraising activities);
  • To process a grant or application for a role;
  • 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;
  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our Pastoral Scheme.

4. What is the legal basis for processing your personal data?

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.

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.

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.

Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details.

Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.

5. Sharing your personal data Your personal data will be treated as strictly confidential. It will only be shared with third parties, including other data controllers, where it is necessary for the performance of the data controllers’ tasks or where you first give us your prior consent. It is likely that we will need to share your data with:

  • 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 Canterbury to support the mission of the Church in our parish, for example, our clergy are supported by our area dean, lay chair 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 Canterbury including but not limited to, where relevant, the Canterbury Diocesan Enterprises Ltd and Aquila (the Diocese of Canterbury Academies Trust);
  • On occasion, other churches with which we are carrying out joint events or activities.

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 below for link).

Specifically, we retain electoral roll data while it is still current; financial records, including Gift Aid declarations and associated paperwork for a minimum of 7 years to support HMRC audits; and parish registers (baptisms, confirmations, marriages, funerals) permanently, as a legal requirement.

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

7. Your rights and your personal data

You have the following rights with respect to your personal data: –

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.

a) 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.

b) 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.

c) 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)).

d) 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.

e) The right to 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.

f) The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.

  • You can withdraw your consent easily by telephone, or email (see Contact Details below).

g) The right to object to the processing of personal data where applicable.

h) The right to lodge a complaint with the Information Commissioner’s Office.

8. Further processing

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.

9. Contact Details

To exercise all relevant rights, or if you have queries or complaints in the first instance please contact the DCC Secretary, Isobel Legg

Telephone: 01227 264203

Email: isobel@stalphege.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.