Data Privacy Notice

The Parochial Church Council (PCC) of St. Mary’s Chipping Norton

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 St. Mary’s, Chipping Norton is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The PCC of St. Mary’s, Chipping Norton 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 the following purposes: -

• To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;

Occasions and Outreach: If we’re conducting a service for you, such as a wedding, funeral or baptism, or we’re providing help or support to you through our schools or outreach work, then we will record your contact details, and any other information necessary to provide the help or service that you require. We’ll only use your information for the purpose it was collected, we won’t disclose it to any third parties without your consent, and where we have collected sensitive personal data we will take extra care to ensure your privacy rights are protected.

Youth and Remix: If you attend Remix or other youth activities then we will record your name and the contact details of your parent or guardian in case of emergencies. We’ll only use your information for the purpose it was collected and we won’t disclose it to any third parties without your consent.

• To administer membership records;

Members: If you are a member of St. Mary’s Church, Chipping Norton then we will collect the data that you provide to us, such as your contact details and Gift Aid information. We will use your contact details when we need to contact you about “operational” matters at church, such as reminding you when you’re serving on a rota or for the organisation of an event or activity that you’re already involved with. We’ll also collect information created by your involvement with us, such as details of courses and groups you have attended, key dates, such as a baptism or when you joined a small group, how you’ve helped us by volunteering, or any pastoral notes. If you are a volunteer then we may collect extra information about you (e.g. criminal records checks). Your personal data will be treated as strictly confidential. However, in certain circumstances we may share non-sensitive data, such as your contact details, with other members of the church in order to carry out a service to other church members or for purposes connected with the church (e.g. the management of rotas, or organisation of events.) We will only share your data with third parties outside of the benefice with your consent.

• To inform you of news, events, activities and services running at St. Mary’s;

Marketing: If you have opted-in to receive “marketing” communications then we may send you newsletters, invitations or notices about our events and activities. You may choose to opt out of these communications at any time.

• To manage our employees;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To promote the interests of the charity.

We may share personal data with subcontractors or suppliers who provide us with services. (For example, our database provider, ChurchSuite.) However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.

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

We’ll only use your personal data:

• For our lawful interests, provided your rights don’t override these; or
• Where data processing is necessary for carrying out a legal obligation; or
• Where we have consent to do so.

5. 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 at https://www.churchofengland.org/more/libraries-and-archives/records-management-guides

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.

6. 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 St. Mary’s, Chipping Norton holds about you;
• The right to request that the PCC of St. Mary’s, Chipping Norton 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 St. Mary’s, Chipping Norton 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.
• 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, where processing is based on legitimate interests or in the case of direct marketing.
• The right to lodge a complaint with the Information Commissioners Office.

7. 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.

8. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Administrative Manager at finance@stmaryscnorton.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.