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”).

Who are we?

The PCC of West Cheltenham Parish is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

The PCC of West Cheltenham Parish 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 enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;

• To administer membership records;

• To fundraise and promote the interests of the charity;

• 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 our parish;

• To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and even

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 keep you informed about diocesan events.

• Processing is necessary for carrying out legal obligations in relation to Gift Aid or 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.

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, except where there is a safeguarding or similar concern, and the law or diocesan guidance requires us to do so.

How long do we keep your 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 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.

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 PCC of West Cheltenham Parish holds about you;

• The right to request that the PCC of West Cheltenham Parish corrects 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 PCC of West Cheltenham Parish 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 and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

• 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.

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

What data do we collect on our website?

For the purposes of administering our website (westchelt.org.uk), we collect the following data:

• Anonymous information about your use of our website, including which pages are visited, and basic information about your computer and browser

• Should you supply it in a form submission, personal identification information (Name, email address, phone number, address, marital status etc.)

How do we collect your data?

You directly provide us with most of the data we collect. We collect data and process data online when you:

• Register online or request any of our services.

• Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.

• Use or view our website via your browser’s cookies.

How do we use your data?

We collect your data so that we can:

• Respond to queries you may have and requests about our services and activities

• Update you on key news and opportunities related to West Cheltenham and the Church of England

How do we store your data?

Our website, and any information you submit via this route is handled via Squarespace, and passed to us via email.

Our email is hosted via Microsoft Office 365, and we store online information in a password protected file storage area.

We keep your data in line with our privacy policy.

What are your data protection rights?

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request we complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology. For further information, visit allaboutcookies.org.

We use cookies in a range of ways to improve your experience on our website, including:

• Keeping you signed in

• Understanding how you use our website

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

Functionality – We use these cookies so that we recognise you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used. They are also used to retain your ‘logged in’ status for sections of the website that require you to be identified.

Continuous improvement - We use these cookies to anonymously track how you interact with our website, including which pages you visit, how long you spend using the website, how you found our website and what you were looking for, so that we can improve the information we provide and make it more relevant to you. We also collect basic information on your device and where you accessed us from so we can optimise our website for our users.

Advertising – we these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. We don’t proactively advertise to you, but the nature of some cookies means that sometimes we will share some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Other websites

Our website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

We cannot guarantee the accuracy or relevance of information we link to, so you should review this information and make a decision on its relevance to you.

Terms and conditions of website use

The general use of this website is subject to the following terms of use, and by continuing to use the website, you agree to these terms:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.

• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with our copyright notice, which forms part of these terms and conditions.

• All trade marks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.

• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

• From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

How to contact us

To exercise all relevant rights, queries of complaints please in the first instance contact the PCC Secretary / Parish Administrator, The Oasis Centre, Cassin Drive, Cheltenham GL51 7SY. TEL: 01242 580022 or via email.

You can contact the Information Commissioners Office on 0303 123 1113 or via email, or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.