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”). Such data may include: Names, titles, and aliases, photographs; Contact details such as telephone numbers, addresses, and email addresses; Where they are relevant to our mission, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants; Where you make donations or pay for activities, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers.
2. WHO ARE WE?
The Holy Cross Anglican Church Chaplaincy Council (CCC) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. HOW DO WE PROCESS YOUR PERSONAL DATA?
The CCC 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 Electoral Roll membership records;
To fundraise and promote the interests of the chaplaincy;
To manage our 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 throughout our Chaplaincy.
Where we have your permission, 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.
4. 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, or other obligations under Canon Law.
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.
Religious organisations are also permitted to process information (1) about your religious beliefs, (2) about your contact detiails, and (3) to administer membership.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
5. SHARING YOUR PERSONAL DATA
Your personal data will be treated as strictly confidential and will only be shared with other members of the church or with third parties outside of the chaplaincy with your consent.
6. 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 6 years after the calendar year to which they relate; and chaplaincy registers (baptisms, marriages, funerals) permanently.
7. 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 CCC holds about you;
The right to request that the CCC 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 the CCC to retain such data;
The right to withdraw your consent to the processing at any time
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [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].
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) [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/historical research and statistics]
The right to lodge a complaint with the Information Commissioners Office.
8. 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.
9. CONTACT DETAILS
To exercise all relevant rights, queries of complaints please in the first instance contact the Chaplaincy on email, firstname.lastname@example.org or phone, 0039 091.581.435.
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YOUR PERSONAL DATA AND THE PARISH ROLL
Who are we?
Holy Cross Anglican Church (comprised of the CCC) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
Why do we process your personal data?
We use the personal data you provide on the electoral roll application form to enable us to manage, maintain and publish the electoral roll in accordance with Church Representation Rules (CRR) to:
determine eligibility for attendance and participation at the Annual Parochial Church Meeting and for election to the Parochial Church Council, deanery, diocesan and general synods where applicable;
calculate the number of representatives who may be elected to each of these synods in the following year;
undertake a review and revision of the electoral roll as necessary;
and publish your name and address, by exhibiting the roll in the parish church or the church website.
What is the lawful basis for processing your personal data?
1. Processing for the purpose of determining eligibility, creating the electoral roll and use of the roll to calculate numbers for election to synod is necessary for compliance with a legal obligation. The processing is a statutory requirement imposed by the Church Representation Rules, which means that you must give us this information if you want to be included on the electoral roll.
2. Processing for the purpose of determining eligibility and creating or revising the electoral roll is carried out in the course of our legitimate activities, as this relates solely to members the Church of England in connection with its purposes.
3. Processing for the purpose of publishing the electoral roll relates to personal data which are manifestly made public by the data subject. When you apply to have your name added to the church electoral roll, the automatic legal consequence as stated in the CRR, (Part I Formation of the Roll 1(8) and Revision of Roll and Preparation of New Roll 2(1), 2(3) and 2(7)) is that your name and address will be published, and by submitting your application form you are making that data public.
Sharing your personal data
Your personal data will be shared within the institutional Church of England and with the general public.
How long do we keep your personal data?
We keep your personal data for 6 years after a complete review of the electoral roll.
Your rights and your personal data
Unless subject to an exemption 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 be erased where it is no longer necessary for us to retain such data;
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;
The right to object to the processing of your personal data for direct marketing and to have that processing stopped;
The right to lodge a complaint with the Information Commissioners Office.
Holy Cross Anglican Church, Via Mariana Stabile 118b, 90139 Palermo (PA), Italy Tel: +39 091 581 435