The Parochial Church Councils (PCCs) of the Parishes of The Meon Bridge Benefice
The Parishes of The Meon Bridge Benefice (Corhampton and St Andrew, Meonstoke, St Mary and All Saints, Droxford and St Peter and St Paul, Exton) are committed:
- to processing your personal data lawfully, fairly and transparently;
- to is only used for a specific processing purpose that the data subject has been made aware of and no other, without further consent;
- to collecting data, which is adequate, relevant and limited;
- to holding data which is accurate and where necessary kept up to date;
- to holding your personal data for longer than is necessary, and storing it in ways that are safe and secure. All those resident in the civil parishes of the Benefice or who are on the electoral roll of one of the ecclesiastical parishes is a ‘member’ of the Meon Bridge Benefice.
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”).
2. Who are we?
The PCCs of the Meon Bridge Benefice are each the data controller (contact details below) for the parishes, but the procedures are identical across the Benefice. This means that they collectively decide how your personal data is processed and for what purposes within the GDPR.
3. How do we process your personal data?
The PCCs of the Meon Bridge Benefice collectively comply with their 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 within the Bishops Waltham Deanery, but often limited to the Parishes of Corhampton and Meonstoke, Droxford and Exton;
- To administer membership and electoral roll records;
- To fundraise and promote the interests of the PCCs as charities;
- 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 running in the Meon Bridge Benefice, the Bishops Waltham Deanery and Portsmouth Diocese;
- 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?
- 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 and keep you informed about diocesan events.
- Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
- Processing is carried out by a not-for-profit body with a religious 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.
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 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.
6. How long do we keep your personal data1?
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 [see footnote for link].
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.
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 PCCs of the Meon Bridge Benefice hold about you;
- The right to request that the PCCs of the Meon Bridge Benefice correct 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 PCCs of the Meon Bridge Benefice 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.
- 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. This 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 Richard Pepys, Churchwarden, Exton, in writing at Tithes, Allens Farm Lane, Exton, Southampton, SO32 or by email, headed ‘Data Protection ‘please, at email@example.com
Our Data Protection Officer is: Mr Richard Pepys (Exton Churchwarden).
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.
1 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/about- us/structure/churchcommissioners/administration/librariesandarchives/recordsmanagementguides.aspx