The Parochial Church Council of the Ecclesiastical Parish of Cheadle St Mary (Cheadle Parish PCC)
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 UK “GDPR”).
2. Who are we?
Cheadle Parish PCC 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?
Cheadle Parish PCC complies with its obligations under the “UK 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 within the Ecclesiastical Parish of St Mary, Cheadle;
· To administer membership records;
· To manage our employees and volunteers;
· To maintain our own accounts and records (including processing gift aid);
· To inform you of news, events, activities and services running at St Mary’s and St Cuthbert’s;
· To inform you of news, events and activities directly linked to church life that we think would be of relevance at St Mary’s and St Cuthbert’s;
· To fundraise and promote the interests of the charity.
4. CCTV in the Upper Room Building
Cheadle Parish PCC has in place a CCTV surveillance system in the Upper Room Building. Cheadle Parish PCC own and manage the surveillance system which operates to meet the requirements of UK GDPR. The principal purposes of the system are
· for the prevention, reduction, detection and investigation of crime and other incidents;
· to ensure the safety of staff, volunteers and visitors;
5. 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 and process your gift aid donations.
· Processing is necessary for carrying out obligations under employment, social security or social protection law, or other contractual matters.
· The processing is in accordance with the legitimate interest in supporting the voluntary service provided for the benefit of the public.
· The processing applies to a contract where you have approached us to provide a service.
· The processing is necessary to protect the individuals “vital interests”;
· Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union 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.
6. 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 or where it is necessary for the performance of a contract or service or to comply with our legal responsibilities.
We may share your data with the following third parties
· HMRC – for carrying out our statutory obligations under employment and social security law and claiming Gift aid
We use the following third parties to enable us to carry out the identified tasks where they have a legitimate interest in processing the data in the exercise of our contract with them
· ChurchSuite Ltd – to administer our membership records and manage our employees and volunteers including Gift aid processing
· Expense Plus - Maintaining our accounts and records
· Stripe Inc. – the data controller for the processing of personal data when payment is made by card through ChurchSuite or our website.
· iZettle –the data controller for the processing of personal data when payment is made by card in The Upper Room Café through the iZettle app connected to our iZettle card reader.
· Sumup –the data controller for the processing of personal data when payment is made by card in St Mary’s Church or the Parish Office through the SumUp app connected to our Sumup card reader.
· Caution Your Blast Ltd – for processing donations through the online portal GiveaLittle
7. 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 parish registers (baptisms, marriages, funerals) permanently.
CCTV recordings are retained for 30 days
8. Your rights and your personal data
Unless subject to an exemption under the UK GDPR, you have the following rights with respect to your personal data: -
· The right to request a copy of your personal data which Cheadle Parish PCC holds about you;
· The right to request that Cheadle Parish PCC 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 Cheadle Parish PCC 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) .
· 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 Commissioners Office.
9. 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.
10. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Finance Officer or Operations Manager at email@example.com or at the Parish Office on 0161 428 8050.
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.
[i] 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
Updated 5th August 2021