GDPR Privacy Notice

Your privacy is important to us.

We are committed to safeguarding the privacy of your information in accordance with the General Data Protection Regulations.

The Parochial Church Council (PCC) of St Mary the Virgin Parish Church, Chessington Privacy Notice.

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data. Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

Who are we?

The PCC of St Mary the Virgin Parish Church, Chessington is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

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:

  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution.
  • To administer membership records.
  • To fundraise and promote the interests of the charity. This may include information about campaigns, appeals, other fundraising activities.
  • To manage any employees and volunteers.
  • To maintain our own accounts and records (including the processing of gift aid applications).
  • To inform you of news, events, activities and services running at St Mary’s Church and other churches in the Chat Group (‘churches in Chessington and Hook Acting Together’).
  • To enable us to meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules).
  • 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.
  • To enable members of the clergy and pastoral assistants to minister to you and provide you with pastoral and spiritual care (such as visiting you when you are ill or bereaved).
  • To enable us to be able to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals.
  • To notify you of changes to our services, events and role holders.
  • To operate St Mary’s Church web site and deliver the services that individuals have requested.
  • To seek your views or comments.
  • 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?

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 with a legal obligation. 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, or to take steps to enter into a contract. An example of this would be processing your data in connection with the hire of church facilities or the maintenance of St Mary’s Church or Centre.

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. For example, we will seek your consent so that we can keep you informed about news, events, activities and services, and to process gift aid donations.

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.

How long do we keep your personal data?

We keep your personal data for no longer than is reasonably necessary and 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 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

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 Church hold about you;
  • The right to request that the PCC of St Mary’s Church 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 no longer necessary for the PCC of St Mary’s Church to retain such data;
  • The right to withdraw your consent to the processing at any time where your consent is the legal basis for holding or processing your 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 lodge a complaint with the Information Commissioners Office.

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.

Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Vicar or PCC Secretary of St Mary’s Church at St Mary’s Church, the Vicarage, Garrison Lane, Chessington, Surrey. KT9 2LB.

You can contact the Information Commissioners Office on 0303 123 1113 or via the following online form https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

The Parochial Church Council (P.C.C.) of the Ecclesiastical Parish of St. Mary the Virgin, Chessington, is a charity excepted from registration with the Charities Commission

 

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