1. Your personal data – what is it?
Personal data relates to a living individual (the data subject) 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 Regulations (GDPR).
2. Who are we?
Hallwood Ecumenical Church Council, as the governing body of Hallwood Ecumenical Parish, is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
Hallwood Ecumenical Church Council complies with its 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 administer membership records
• To maintain our financial accounts and records (including the processing of gift aid applications)
• To inform you of news, events, activities and services connected with the parish
• To fundraise and promote the interests of the parish
• To manage our employees and volunteers
• To enable us to provide a voluntary service for the benefit of the public within our parish and surrounding area
• To provide contact details of church officers and others with specific responsibilities to our parent denominations where required
4. What is the legal basis for processing your personal data?
• Explicit consent of the data subject is required for the provision of information about news, events, activities and services and for the processing of donations.
• 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 political, philosophical, religious or trade union 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 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 / membership data while it is still current; gift aid declarations and associated paperwork for up to 6 years (or as required by Charity law) 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 held by Hallwood Ecumenical Parish Council: -
• The right to request a copy of your personal data;
• The right to request correction of 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 it to be retained;
• The right to withdraw your consent to the processing of your data at any time;
• 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 (known as the right to data portability), (where applicable);
• 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) [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 or complaints, please in the first instance contact the ECC Secretary / Parish Administrator by using the Contact Form and setting the Category of Enquiry to "Data Privacy".
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.
Details about retention periods can be found in the Record Management Guides located on the Church of England website at: