Data Privacy Notice

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 (GDPR).

2. Who are we?

The Heysham Church of the Nazarene is the data controller (contact details below), this means it decides how your personal information is used and for what purposes.

3. What Information do we keep?

We keep records of names, home addresses, home telephone numbers, mobile phone numbers, email addresses, birthdays, wedding Anniversaries, dates of commencement and termination of membership, results of DBS checks, worker training records and Gift Aid details. In many cases the details in the church directory plus an email address, and if a member, a church membership record, constitutes all the information the church holds on a person.

With express permission, photos may also be electronically stored and used for specific church related uses.

For the safe running of children’s activities we also need to obtain and retain attendee’s contact details, Parental/Guardian permissions and information on specific dietary and/or health issues. We may also need to keep a record of attendance.

4. How do we use your personal data?

We wish to comply 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 and unauthorised disclosure.

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 i.e. England.
To administer membership and Trustee records as required by the Charity Commission.
To publish a Church Directory for friends and members of the church.
To request DBS background checks for those working with children and at-risk adults.
To maintain our own accounts and records, including the processing of gift aid applications.
To inform you of prayer requests, church notices, events and activities.
To keep church workers up to date with rotas, policies and information regards training.
With permission, photographs may be used for promoting church events and for ease of identifying First Aiders, Board members and Safeguarding Coordinators.

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

Express consent of the individual.
Fulfilment of our legal obligations i.e. employment law, social security, social protection law, rental law, Gift aid scheme and maintaining our charitable status.

6. Sharing your personal data

Your personal information will be treated as confidential and will only be shared appropriately with members and friends of the church in order to carry out a service connected with the church.
When requested by the Police or other relevant legal bodies in pursuance of their investigations into abuse or financial mismanagement of the church/charity.
Your personal information will not be shared or sold to any third party organisation.
Due to the public nature of the internet your personal information will not appear on the church website.
Specific permission of the parent/guardian will be sought to use photographs of children in church literature or on its website.
Specific permission will also be sought to use photographs of adults.

7. How long do we keep your personal data?

We retain membership-roll information indefinitely as required by the Charity Commission. Gift Aid declarations and associated paperwork will be held for up to 6 years after the calendar year to which they relate and then destroyed.
Information on children attending our clubs/activities will be held up to a maximum of 6 six years after the child last attended, then destroyed.

8. Freedom of Access

Your rights and your personal data

Unless subject to our legal obligations or an exemption under the GDPR, you have the following rights with respect to your personal data: -

The right to request a list of the personal information the Church holds on you.
The right to request that the church corrects any personal information found to be inaccurate or out of date.
The right to request your personal information is erased when it’s no longer necessary to be held.
The right to change or withdraw your consents to the use of your personal information.
The right, where there is a dispute in relation to the accuracy or processing of your personal information, to request that a restriction is placed on further processing until the matter is resolved.
The right to lodge a complaint with the Information Commissioners Office.

9. Further processing

If we wish to use personal information for a new purpose not covered by this Data Protection Notice, we will provide a new notice explaining the new use prior to commencement, setting out the relevant purposes and processing conditions. When necessary, we will seek your consent to the new processing.

10. Contact Details

To exercise all relevant rights, queries and complaints, in the first instance, contact the church secretary.

Church Secretary: Luke Carter

Email: heyshamnazarene@gmail.com

Mobile: 07789452297

You can contact the Information Commissioners Office on:

0303 123 1113 or via the online complaints tool at: https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints/