Data Privacy Notice

The Incumbent and Parochial Church Council (PCC) of St Mary's and St James Church, Lockleaze

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 Incumbent and PCC of St Mary's and St James, Lockleaze, Bristol is the data controller (contact details on last page). This means it decides how your personal data is processed and for what purposes.

3. Our privacy mission statement

Your privacy is really important to us, and we understand how important it is to you. The Incumbent and PCC of St Mary's and St James, Lockleaze, Bristol is committed to the privacy of all its members, former members and those who have regular contact with us, including those who attend the church's gatherings, events and use our ministries.

Your personal data will be treated as strictly confidential and will only be shared within the church and for purposes connected with the church. We will not share your data with third parties outside of the church without your consent.

It is not our intention to overload you with unnecessary or unsolicited communications. As far as is reasonably practical, we will endeavour to use your personal information to tailor our communications to you with relevant content about church news, information, events and ministries. We hope these are welcome and informative, but you do have the right to, and can easily, opt out of receiving communications at any time. Just let us know.

4. How do we process your personal data?

The Incumbent and PCC of St Mary's and St James, Lockleaze, Bristol 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.

In the interests of transparency and to be as clear as possible, you can read about the specific information we may collect about you, how we keep your information confidential and secure, and how you can access your information.

This policy explains what we will use information for:

1. If we collect information about you.

2. If we collect information about your children.

3. If you make a financial donation to the church.

4. If you are a customer who makes a booking of the church's resources.

5. If you are an authorised user of the church's database.

6. If you sign up for one of our events.

7. If you sign up for one of our small groups.

8. If you check your visiting child in to one of our groups.

Briefly, though, in each case we will only use your personal data for the following purposes:

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

2. To administer membership records.

3. To fundraise and promote the interests of the charity.

4. To manage our employees and volunteers.

5. To maintain our own accounts and records (including the processing of Gift Aid applications).

6. To inform you of news, events, activities, ministries and gatherings running at St Mary's and St James, Lockleaze, Bristol.

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

The personal data held and processed by us is classed as sensitive because it relates to religious belief. However, some of the information we maintain and process about our members, former members and those who are in regular contact with us is considered legitimate activity, which means that as a religious organisation we have a valid basis for processing your data for certain church-related activities.

Where the information we process about you falls outside of the scope of legitimate activity, we rely on the following legal bases for processing your personal data:

1. Explicit consent of the data subject so that we can keep you informed about news, events, activities and gatherings.

2. Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.

3. Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

   1. The processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

   2. There is no disclosure to a third party without consent.

6. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.

7. 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 six years after the calendar year to which they relate; and parish registers (baptisms, marriages and funerals) permanently.

8. 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:

1. The right to request a copy of your personal data which the Incumbent and PCC of St Mary's and St James, Lockleaze, Bristol holds about you.

2. The right to request that the Incumbent and PCC of St Mary's and St James, Lockleaze, Bristol corrects any personal data if it is found to be inaccurate or out of date.

3. The right to request that your personal data is erased where it is no longer necessary for the Incumbent and PCC of St Mary's and St James, Lockleaze, Bristol to retain such data.

4. The right to withdraw your consent to processing at any time.

5. The right to request that the data controller provide you, the data subject, with your personal data and, where possible, transmit that data directly to another data controller (known as the right to data portability), where applicable. This 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.

6. The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on further processing.

7. The right to object to the processing of personal data, where applicable. This 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 or historical research and statistics.

8. The right to lodge a complaint with the Information Commissioner's Office.

9. Further processing

If we wish to use your personal data for a new purpose not covered by this Data Privacy Notice, 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.

10. Contact Details

We can provide you with access to your personal data at any time. Simply write to us with your request using the contact details below:

The Incumbent and PCC
St Mary's and St James Church
Lockleaze, Bristol, BS7 9AP

Email: admin@stmarysstjames.org.uk
Telephone:

For concerns about how your personal data is handled, you may also contact the Information Commissioner's Office (ICO).