The Parochial Church Council (PCC) of
Leesfield Parish – St Thomas’, St Agnes’ & St Hugh
Privacy Notice – How we use your information
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Data for example can be a name, photograph, email address, bank details, posts on social networking websites, medical information, or a computer IP address. Identification can be by the data 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 (GDPR).
2. Who are we?
The PCC of Leesfield Parish – St Thomas’, St Agnes’ & St Hugh is a charity exempt from registration, and is the administrative body promoting in the Parish the whole mission of the Church of England. The PCC is the data controller (contact details below), which means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The PCC of Leesfield Parish – St Thomas’, St Agnes’ & St Hugh complies with its obligations as a data controller under the GDPR by:
• keeping personal data up to date;
• storing and destroying it securely;
• not collecting or retaining excessive amounts of data;
• protecting personal data from loss, misuse, unauthorised access and disclosure; and
• ensuring that appropriate measures are in place to protect personal data.
4. Why do we process your personal data?
We use your personal data for the following purposes:
• To deliver our charitable aims which are to promote, facilitate and assist the work and purposes of the Church of England for the advancement of the Christian faith in the Parish of Leesfield and elsewhere and to provide a voluntary service for the benefit of the public;
• To administer records of clergy, laity, parish, employees, volunteers and committees;
• To fundraise and promote the interests of the Parish of Leesfield;
• To manage our employees and volunteers;
• To maintain our own financial accounts and records (including the processing of gift aid applications);
• To carry out comprehensive safeguarding procedures and checks in accordance with best safeguarding practice from time to time;
• To inform you of news, events, activities and services running either within the Parish of Leesfield or further afield through mailings (by email and/or hard copy).
5. What is the legal basis for processing your personal data?
• Most processing is necessary for our legitimate interests or the legitimate interests of a third party (such as the Church Commissioners or Diocese of Manchester)
• We also process data to enable us to meet our legal, contractual and statutory obligations. Examples would be to undertake disclosure and barring checks or to process your gift aid donations;
• We can process information about your religious beliefs where that processing relates to members or former members (or those who have regular contact with it in connection with those purposes) and there is no disclosure to a third party without consent;
• Where you have given explicit consent for your information to be used.
6. Sharing your personal data
Your personal data will be treated as confidential. We sometimes need to share the data we process with you and also with others. It will only be shared with third parties where it is necessary for the performance of our work or with your prior consent. We will need to share your data with some or all of the following:
• Other church members within the Parish of Leesfield.
• Our agents, servants and contractors.
• Diocesan officers, bishops, archdeacons, officeholders and other clergy or lay persons nominated or licensed to support the mission of the Church of England in the Deanery of East Oldham, within the Diocese of Manchester.
• Regulatory Bodies (e.g. HMRC, Disclosure Barring Service), where we are legally obliged to provide this information.
7. How long do we keep your personal data?
We will keep some records permanently (such as parish registers of baptisms, marriages, funerals and minutes of our PCC meetings) or for an extended period of time if we are legally required to do so.
For example, HMRC require us to retain financial records for a minimum of 7 years. We aim to keep data only for as long as is necessary and we may delete it when it is no longer needed.
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 footnote below].
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:
• The right to request a copy of your personal data which we hold about you;
• The right to request that we correct 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 not necessary for us to retain such data;
• The right to withdraw your consent to the processing at any time, which you can easily do by email, in writing or by telephone using the contact details below;
• The right to data portability which is to request that we provide you with your 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 (where applicable);
• 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 Privacy 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.
10. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the PCC Secretary / Financial Co-ordinator by email at firstname.lastname@example.org , or by post to the Vicarage, 2 Wild Street, Lees, Oldham OL4 5AD.
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