The Parochial Church Council (PCC) of St Leonard, Sunningwell
St Leonard’s church, is in the Anglican Parish of Sunningwell and part of the Benefice of Radley and Kennington. We value our relationship with all who engage with us and we do all we can to protect your privacy and ensure that any personal data is kept secure and safe. This Policy is written to explain how we collect, store, and use your data. This Policy also provides you with information about your rights and contact details if you have a complaint or concern.
Who are we?
The PCC of St Leonard, Sunningwell is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes. Data controllers include office holders of the PCC and authorised (by the incumbent or PCC) leaders of church groups and activities.
The PCC of St Leonard, Sunningwell is a Church of England Parish in the Diocese of Oxford and the PCC work with the following:
- the incumbent of the Parish, paid and unpaid staff members and office holders of the Benefice
- the bishops of the Diocese of Oxford
- the Oxford Board of Finance which is responsible for the financial and administration for the Diocese of Oxford
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.
How do we process your personal data?
The PCC of St Leonard, Sunningwell 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 inform you of news, events, activities and services
- To fundraise and promote the interests of the church and charity
- To notify you of changes to our services, events and role holders
- To provide pastoral care and support to church members and others in our community
- To maintain our own accounts and records
- To administer membership records
- To manage our volunteers
- To maintain our own accounts and records (including the processing of gift aid submissions to HMRC)
- To enable us to provide a voluntary service for the benefit of the public in the parish of Sunningwell, the geographical area as specified in our constitution
- 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 enable us to meet all legal and statutory obligations (for example, maintaining and publishing our electoral roll in accordance with the Church Representation Rules)
- 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 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
What information do we collect?
- Names, titles and aliases, photographs and video
- Contact details such as telephone numbers, addresses, and email addresses
- Attendance at services, events and other activities that we need to note
- Information about any accidents that may need to be recorded for Health & Safety, insurance claims or any other purposes
- Non-financial identifiers for example passport numbers, driving license numbers etc.
- Internet Protocol (IP) addresses (the location of the computer on the internet), details of pages visited on our website and files downloaded. Website usage information is collected using cookies. This helps us to see how many people use our websites, how many people visit on a regular basis, and how popular individual pages are. Cookies are essential to delivering future services and information. For more information, please see our cookies policy.
- Data from the Benefice and other third parties.
- Financial information relating to donations including bank details, account numbers and sort codes; gift aid status, card payments, payment identifiers, frequency of donations and donor preferences
- 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, employment details, hobbies, availability, family composition, and dependants
- Data Protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal dataor special categories of data and covers health information, race and ethnicity, religious or philosophical beliefs and political opinions amongst other things.
We do not collect sensitive personal information about you unless there is a clear reason for doing so, such as involvement in an event where we need this information to ensure safeguarding, to carry out appropriate checks on volunteers, or care for participants. For some events we will collect health information so that leaders on our events have the relevant information to care for participants.
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 because we have a legal obligation to do so. 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. An example of this would be processing your data in connection with the hire of church facilities or providing services to the church
- We will also process your data in order to assist you in fulfilling your role in the church including pastoral and administrative support or if processing is necessary for compliance with a legal obligation.
- 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.
Sharing your personal data
Your personal data will be treated as strictly confidential. It is only shared with other data controllers to perform a specific task. It may be necessary to share your data with the following data controllers:
- members of the church in order to carry out a service to other church members or for purposes connected with the church
- those involved in activities or groups that you are a volunteer or a member
- passing of information to the appropriate person, for example, enquiries relating to the church or articles on our website
- The appropriate bodies of the Church of England including the other data controllers
- Our agents, service providers and contractors
- Other clergy or lay persons nominated or licensed by the bishops of the Diocese of Oxford to support the mission of the Church in our Parish. For example, clergy are supported by an 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 Oxford including, where relevant, the Oxford Diocesan Board for Schools and Subsidiary Bodies
- Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies)
We will only share your data with third parties outside of the Parish and Benefice with your consent.
How long do we keep your personal data?
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.
Information will only be kept as long as is necessary for the purposes for which you provided it, or we obtained it. We try to ensure the data we keep is kept to a minimum and it is only retained for as long as necessary.
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 Leonard, Sunningwell holds about you
- The right to request that the PCC of St Leonard, Sunningwell 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 Leonard, Sunningwell 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
- 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 and direct marketing and processing for the purposes of scientific/historical research and statistics where applicable or the performance of a task in the public interest/exercise of official authority.
- The right to lodge a complaint with the Information Commissioners Office.
Transfer of Data Abroad
Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
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.
Changes to this Policy
To exercise all relevant rights, queries of complaints or for more information about services and activitiesplease contact the PCC Secretary, Cynthia Warmington at firstname.lastname@example.org c/o Radley Vicarage, Radley, Abingdon. OX14 2JN.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https:/