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