DATA PRIVACY NOTICE
The Benefice of the East Vale & Avon Villages
This page covers information about personal data that churches might use and how we keep it. The Benefice is made up of 6 parishes, so where it mentions PCC (Parochial Church Council) it will be referring to the PCCs of the Parishes of Badsey with Aldington, Bretforton, Cleeve Prior, North & Middle Littleton, Offenham or South Littleton. If you wish to contact a PCC about issues of data control, please contact the Benefice Administrator. Your question can then be forwarded to the relevant PCC Secretary.
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”).
Who are we?
The Incumbent and the PCCs of the East Vale & Avon Villages are the data controllers (contact details below). This means that they decide how your personal data is processed and for what purposes.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the church to carry out a service to other church members or for purposes connected with the church. We will NOT share or sell your data with or to any third parties.
How do we process your personal data?
The Incumbent and the PCC 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: -
· Administer Weddings occurring in the Parish and informing relevant people ie Organist, Church Wardens, Treasurer, flower arrangers and Bell Captains, as well as in the completion of the Wedding Registers.
· Administer Baptisms and the upkeep of the registers
· Recording of Funerals within our Parish and to inform the next of kin about the All Souls service
· 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.
What is the legal basis for processing your personal data?
· Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and keep you informed about diocesan events.
· Processing is necessary for carrying out legal obligations in relation to Gift Aid.
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
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 3 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently. Wedding registers are kept in duplicate: once they are full, one copy is kept at the church, and the second copy is sent to The Hive in Worcester for achiving.
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 that the Incumbent and the PCC holds about you;
· The right to request that the Incumbent and the PCC 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 Incumbent and the PCC 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, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
· 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 applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
· The right to lodge a complaint with the Information Commissioners Office.
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 Benefice Administrator – Wendy Stafford on 01386 424 728 or firstname.lastname@example.org
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
 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