As you know, data protection laws are changing on 25th May 2018 and we have produced a privacy notice so that you are clear how we use your information. Please ensure that you read our Privacy Notice.
The committee has considered the implications of the forthcoming General Data Protection Regulation (GDPR) which comes into force in May 2018.
The United Benefice respects the privacy of its parishioners and anyone who has requested its services and this policy explains the steps that it will always take to protect and keep secure the personal information it holds.
The United Benefice works on behalf of the parishioners and anyone who requested its services. We use your personal data to enable us to provide services upon your request and to administer parishioners’ records.
To enable us to provide the church services you requested (wedding, baptism, funeral, confirmation), The United Benefice needs to collect and process personal data from its parishioners and anyone who has requested its services. The personal data held consists of titles, names, addresses, phone numbers and email addresses.
The committee has considered the impact of the GDPR and agrees that the United Benefice has a legitimate interest in holding this personal data. The United Benefice uses the personal data that it holds, in a way they would reasonably expect and which has a minimal privacy impact.
To comply with the law, The United Benefice must have a data protection policy. The committee has considered this and agrees to adopt the following policy to ensure that personal data is collected and used fairly, stored safely and not disclosed to any other person unlawfully.
Data protection policy:
- Personal data will only be collected it if is relevant and limited to what is necessary to collect to help The United Benefice communicate with the parishioners and anyone requesting its services and for it to meet its stated aim.
- Personal data will be treated as strictly confidential and will only be shared with other people who work on behalf of the United Benefice in order to carry out services connected to the church activity.
- The United Benefice will never pass personal data to a third party without consent.
- Parishioners and anyone requesting its services shall be made aware of their rights (for example, by adding a notice at the bottom of email communication advising people how to resume communication with the United Benefice).
- The United Benefice shall take reasonable steps to ensure the personal data it holds is accurate and, where necessary, kept up to date.
- Personal data will be kept for as long as needed.
- Personal data will be deleted upon request.
- Personal data will be processed in a manner that ensures appropriate security (for example, by storing contact details in a password protected electronic file and a screensaver, hard copies will be held in a locked office and when emails are sent to people who do not know each other, these should be Bcc’d to ensure their email addresses are kept private. Another example is to delete old emails to/from people as most emails contain personal information).
- The United Benefice will endeavour to ensure all people working on behalf of it (the Priest in charge, the church wardens, the members of the PCC, safeguarding officer and choir organiser, the benefice administrator, the organist, the bellringers and any volunteers) are aware of this policy and adhere to it.
The committee agrees that it will include a privacy notice on the website and in email communications. This will state:
“We will keep your personal details safe and secure. We will not share them without your agreement and if you want us to stop contacting you, please ask.
“The data protection regulation requires that parishioners and anyone who requests the services of The United Benefice are informed about the personal details The United Benefice holds on them. This information is held for a legitimate interest to ensure The United Benefice can carry out services connected to the church activity. Should anyone no longer wish to be contacted by The United Benefice, please contact Ana Roxburgh on firstname.lastname@example.org.”