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 Diocese of Liverpool 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? The Mount 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 charitable services for the benefit of the public geographical area.
• To administer membership records.
• To fundraise and promote the interests of the charity.
• To manage all employees and volunteers.
• To maintain accounts and records (including the processing of Gift Aid).
• To inform you of news, events, activities and services running at The Mount
• To administer records of:
Clergy, Pastoral Assistants, PCC members and Deanery Synod members
4. What is the legal basis for processing your personal data?
• Explicit consent of you (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 political, philosophical, religious or trade union aim provided:
a) the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
b) there is no disclosure to a third party without consent except as set out set out in 5 below and Annex A
5. Sharing your personal data: Your personal data will be treated as strictly confidential and will only be shared, if permission is given, with leaders at The Mount to enable you to receive information of what's happening at The Mount. We will also only share your data with third parties outside the localities we provide a service to 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 “Save or Delete: the Care of Diocesan Records” which is available from the Church of England website at https://www.churchofengland.org/more/libraries-and-archives/records-management-guides.
Specifically, we retain electoral roll data, gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages and funerals) permanently. CCTV data is held for up to 2 weeks for the purposes of crime prevention.
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 Diocese of Liverpool holds about you.
• The right to request that The Mount 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 Mount 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).
• 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);
• 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 Mount at firstname.lastname@example.org. Alternatively, 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.
Third parties with whom data will be shared:
· The Electoral Roll is a shared resource between:
• The Diocesan Board of Finance
• The clergy, staff and leadership within the church.
· Clergy contact details will be provided:
• When necessary, by the church to its representatives for undertaking works of repair / Diocesan clergy housing and the letting of Diocesan properties including the churchwardens.
• To the relevant local authority (in respect of Council Tax) and utility companies (in respect of supplies of energy to the property
· In compliance with our legal responsibilities