Data Privacy

 

Under Data Protection legislation the Trustees of Well Street United Church Buckingham are the Data Controller, and a nominated trustee acts as our Data Protection Lead. As of 13/April/2018 this trustee is Geoffrey Morris.

 

We are collecting this information to enable the church to keep in touch with you and provide pastoral support as appropriate. Data Protection legislation allows us to process this information as we regard it as being in the church’s legitimate interest.

Your name and contact details will be entered into our church information retrieval system and be accessed only by the Minister, Church Administrator, and leaders of any group you attend, unless you consent to have the details published in the church directory. Your contact details will be removed from the retrieval system once you no longer attend the church or an associated group, unless you ask to remain contactable.

 

Under data protection legislation your rights as an individual include:

To be informed

By reading this document describing our Data Privacy Policy

Disclosure

By raising a Subject Access Request you will be provided with copy of all your personal information stored by Well Street United Church. This request will be completed within 30 days as required by law

Withdraw consent

At any time you can withdraw consent for Well Street United Church to use some or all of your personal information previously provided.

Restrict Processing

For example, in cases where it is discovered that data is incorrectly recorded you can ask that it is not used in any processing until corrected

Remediation

If e.g. via a Subject Access Request you consider some of your personal information has been incorrectly recorded , you can ask for this to be corrected

Erasure

Also known as the ”right to be forgotten” , at any time you can request that Well Street United Church erase all personal information stored about you. Note there are very limited exceptions where we are required by law to retain some information  e.g. for safeguarding purposes or HMRC tax records pursuant to the claiming of Gift Aid

Complaint to the ICO

If after exercising one of the above rights, and after consultation with the Data Protection Lead, you have any reason to believe that your personal information is not been treated appropriately, you have the right to complain to the Information Commissioners Office www.ico.gov.uk

 

Please address any queries about this policy or requests for  a subject access request regarding your personal information, data  erasure, or rectification in the first instance to the WSUC administrator, by email to  wellstreetoffice@gmail.com  or in writing to Church Administrator, Well Street United Church, 18, Well Street, Buckingham, MK18 1ET Tel. 01280 817560

If you are concerned about the way your information is being handled please ask to speak to our Data Protection Lead, via the contact details above. If after this conversation you are still unhappy, you have the right to complain to the Information Commissioners Office www.ico.gov.uk

Data Retention Schedule

Personal information collected by WSUC is retained:

For the purposes of…

What is collected

Basis for collection

How long is it retained for

Sending information about upcoming events

Names, Email addresses, phone numbers

Consent

Until the individual leaves the church or withdraws consent

Administering the First Steps toddler group

Names, Email addresses, phone numbers

Consent

Until the end of the last school term that the child attends the group

Administering the Explorers children’s group

Names, Email addresses, phone numbers, including emergency contacts, GP details, Allergies/special needs

Consent

Until the end of the last school term that the child attends the group

Running children’s groups during Sunday worship services

Name, parent/carer name,

Allergies/special needs

Consent

Until the child ceases to attend a children’s group during Sunday worship

Cataloguing DBRS certifications for staff and volunteers

Name, note of a certificate being in force, expiry date

Legitimate Interest

Stored in perpetuity

Maintaining personnel records of staff

Name, address, phone number, references, bank account details, NI Number, passport number

Employment Law

Six years after termination of employment

Running the regular Network Lunch Event

Names, phone numbers

Consent

While the individual is attending events

Running the regular Sunday Lunch event

Names, phone numbers

Consent

While the individual is attending events

Record keeping to administer the Gift Aid scheme

Name, address, donation amount, date

Legal Obligation

Six years after the last claim in line with HMRC regulations

Payment of invoices

Names of suppliers, addresses, bank account details

Contract

Six years after the last claim in line with HMRC regulations

Groups and individuals hiring the halls

Hirers name, email, phone number

Contract

Until the contract is completed  

Minutes of Annual General Meeting

Names of attendees

Legitimate Interest

Stored in perpetuity with meeting minutes

Minutes of church congregational meetings and committee meetings

Names of attendees

Legitimate Interest

Stored in perpetuity with meeting minutes

Marriage registers

Names and addresses and ages of bride and groom, names of witnesses

Public Task

Stored in perpetuity

Young People

Names, Email addresses, phone numbers, including emergency contacts, GP details, Allergies/special needs

Consent

Until the Young Person ceases to attend a YP group (Sunday am & pm Soul Survivor Saturday event)

Consequences of not providing data

Everyone is at liberty not to share their personal information, however participation in some events may not be permitted if contact information is withheld.

Data Sharing

 Well Street United Church shares information with other organisations as follows:

Context

With whom

Purpose

Safeguarding

Buckingham, Bicester and Brackley Methodist Circuit and Northamptonshire Methodist District

The administration of the church’s Safeguarding Policy for children and vulnerable adults

Gift Aid administration

HM Revenue and Customs

Claiming Gift Aid Tax rebates

Administration of staff and volunteers

HM Government Disclosure and Barring Service

Obtaining DBRS certificates for staff and volunteers

PAYE

HM Revenue and Customs

Administering tax and NI systems

Pensions

Baptist Pension Fund

Administering pension fund contributions

Pastoral Work in linked Methodist Chapels, via shared office facilities

Buckingham, Bicester and Brackley Methodist Circuit

Legitimate Interest

Weddings

Buckinghamshire County Council – Registrar’s office

Public Task

www.wellstreetchurch.org.uk

Edit Websites Ltd

Hosting and maintenance of web site

 

WSUC receives information from:

Context

From whom

Purpose

Pastoral information

Buckingham, Bicester and Brackley Methodist Circuit

Continuity of work

Directory information

Northamptonshire Methodist District

For verification of details for Methodist circuit office holders

Holiday club administrators

Buckingham Churches Holiday Club

Administration of the event

 

Data Privacy Policy version 1 adopted by the trustees on 20/April/2018

 

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