Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. This includes contact information, involvement in groups within the church or information related to financial or other support you provide the church or the church provides to you. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
Who are we?
Newmarket Community Church (NCC) in this document refers to the core leadership team, administrator and the trustees including the treasurer, who are the data controllers (contact details below). This means they decide how your personal data is processed and for what purposes.
How do we process your personal data?
NCC 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 administer membership records
- To fundraise and promote the interests of the charity;
- To manage our employees and volunteers (including dates of DBS checks and training);
- 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 NCC and beyond of potential interest to members
- To maintain our records when we provide references as requested (e.g. access to church school places);
- As needed for our internal records for providing pastoral, financial or other support.
- Contact details, allergy information, etc, for minors and their guardians in children and youth groups.
- Contact details for hirers of premises and key holders.
NCC does not provide data to any third parties, other than as noted in section 5. Should we feel the need to do so in the future, we will seek your consent first.
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.
- Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement – this includes records kept for processing donations and gift aid records, and for hirers of facilities
- Legitimate interest – for membership and children’s work registration, or involvement within church teams.
- Processing is carried out by a not-for-profit body with a religious aim provided: –
- the processing relates only 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.
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. Some administrative functions are handled with the help of third party companies, but only on the basis that your data remains under our control and only used for the service in question (these third parties are ‘data processors’ in GDPR terms) – this includes E-mail lists and services, file synchronisation of rotas and employee payroll. Any further use by third parties would only be done with your consent.
Some activities are run in conjunction with third parties, and data you provide will be shared with those third parties (e.g. Make Lunch).
How long do we keep your personal data?
We keep most data for up to 6 years after the financial year to which they relate.
Specifically, we retain membership data for up to 5 years; donations, gift aid declarations and associated paperwork for up to 6 years after the gift aid claim was made.
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 NCC holds about you;
- The right to request that NCC 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 NCC to retain such data;
- The right to withdraw your consent to the processing at any time
- 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.
- The right to object to the processing of personal data, (where applicable)
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 Pastor (email@example.com) or Administrator (firstname.lastname@example.org) at Unit 11, Studlands Park Avenue, Newmarket, Suffolk, CB8 7AU, or by telephone on 01638 662667
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.