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 2016/679 (GDPR) and the Data Protection Act 2018 (DPA 2018).

2. Who are we?

The PCC of St Mary’s Bearwood and the incumbent are the joint data controllers for your data (contact details below). St Mary’s has a number of responsible people who control the processing of personal data that we hold including the trustees (PSS), clergy, staff and volunteers. All relevant staff, volunteers and trustees will receive appropriate training in GDPR requirements. For clarity, the term Data Processor covers employees, office holders, volunteers and trustees for St Mary’s Bearwood.

3. How do we use and process your personal data?

St Mary’s Bearwood processes details which include:

• Identity Data: names, titles and images, video footage, gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, family composition and dependants

• Contact Data: including telephone numbers, postal/residential addresses and email addresses

• Financial Data: Where you give financially in support of St Mary’s Bearwood, pay for church activities (event bookings etc.), financials identifiers such as payment/transaction identifiers.

• Special Category Data: As a church (religious organisation), the data we process is likely to constitute sensitive personal data because the very fact that we process your data at all may be suggestive of our religious beliefs. GDPR outlines clearly special categories of data of which religious or similar beliefs is one. Details of special categories can be found in full in the Data Protection Policy.

• Technical and usage data including your IP address, usage of our website, MyChurchSuite and our Community WhatsApp and interest in events.

As a Data Controller, all our appointed persons will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data. If you have any concerns about how your data is being used, please speak with our Data Protection Officer, the Operations Manager.

4. What are we doing with your data?

We only hold data that either we are legally obliged to or that helps us fulfil our missional and charitable aims as a church and charitable organisation.

We hold and process data to:

• meet all legal and statutory obligations which include maintaining and publishing our electoral roll in accordance with Church Representation Rules;

• comply with and facilitate our Safeguarding Procedures ensuring all children and vulnerable adults are provided with safe environments (please see our Safeguarding Policies);

• help you grow as a disciple, provide you with pastoral and spiritual care (such as visiting you when you are ill or bereaved) and to organise and perform occasional offices for you, such as baptisms, confirmations, weddings and funerals;

• manage, administer and promote the life of St Mary’s Bearwood;

• maintain our own accounts and records;

• process and record financial donations (including Gift Aid information);

• communicate with you about your opinions and skills e.g. surveys;

• update you about changes to our services, events, church family news and any matters of interest related to church life;

• send you communications which you have requested and that may be of interest to you e.g. Weekly Email, Prayer UpdatesOur processing also includes the use of CCTV systems for the prevention and prosecution of crime.

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

• Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided.

• Most of our data is processed because it is necessary for our legitimate interests to enable our charitable and missional aims. For example, maintaining safeguarding of children, recording our financial donations and operating team rotas for the effective function of Sunday services, Youth and Children’s Ministry.

• Some of our processing is necessary for compliance with a legal obligation.

• Retaining safeguarding records and gift aid declarations are examples of this.

• 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 provide a direct service to you. For example, if you buy tickets for a church event, or hire a room.

• Explicit consent may be given by you, for example completing a Hello and Welcome card, or online version, signing up to the weekly email, joining our Community WhatsApp, completing media release form for images and videos to be shared on social media and marketing campaigns.

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; where we are legally required to do so; when it is necessary for our own operations (e.g. payroll, Safeguarding); or on occasions with other organisations when carrying out joint events or activities. We use third party software to carry out our activities, including but not limited to Church Suite. In certain situations e.g. when requiring technical support for a software problem, it may be necessary to allow these third parties to access our systems. In such cases, we will take appropriate steps to ensure that your data is kept confidential.

7. How long do we keep your personal data?

Our general rule is to keep data no longer than necessary. Where you continue to actively engage with our church services, activities or events, we will retain the appropriate data for you so that we can best serve your involvement. We regularly conduct a process review, by which we will assess who is actively engaging in church activity, and where this is not the church we will remove your 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 7 years after the calendar year to which they relate; safeguarding documents including registers and parish registers (baptisms, marriages, funerals) permanently.

8. 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 Bearwood holds about you; At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

• The right to request that the PCC of St Mary’s Bearwood corrects any personal data if it is found to be inaccurate or out of date; If the data we hold on you is out of date, incomplete or incorrect, you can inform us, and your data will be updated. You also have access as to be able to update aspects of your personal data directly via MyChurchSuite

• The right to request your personal data is erased; If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or to meet statutory or legal requirements)

• The right to withdraw your consent to the processing at any time; you can withdraw your consent easily by telephone, email or by post (see contact details at the end of Privacy Notice)

• The right to data portability; you have 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. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

• The right to lodge a complaint with the Information Commissioners Office; you can contact the information Commissioner’s 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

9. Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example an email address) may be accessed from overseas, however it is our general practice not to publish any other personal data on our website or in our printed new sheets unless with your express permission. .An individual subscriber of the weekly email may forward this email and this is beyond our control.

10. Contact Details

If you have any queries or concerns about how we use your data, please do get in contact with us. Our Data Protection Officer is Ruth Downing, Operations Manager and can be contacted at:

Address: St Mary’s Church, Bearwood Road, Smethwick, B66 4BX

Email: ruthdowning@stmarysbearwood.org

Tel: 07726 956901

Our Data Controller can be contacted at:

Address: PCC Secretary, to St Mary’s Church, Bearwood Road, Smethwick, B66 4BX

Email: info@stmarysbearwood.org

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.