Newquay Evangelical Church

The Church on the High Street

Privacy Policy

PRIVACY POLICY

Newquay United Reformed Church and Newquay Evangelical Church are committed to respecting your privacy and ensuring the personal information you have entrusted to us is held securely. We process personal information in accordance with the Date Protection Act 1998 and the Privacy & Electronic Communications Regulations 2003. These laws will be updated in May 2018 to strengthen your rights to privacy and give you control over the personal information that organisations hold about you.
Processing means obtaining, recording, or holding data or carrying out any operations on that data.

1. Personal data
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’).
We collect personal information about you when you join as a member of the church, make a donation to the church or become a person who has regular contact with the church in connection with its purposes. We may record your details if you contact us with an enquiry.
Personal data concerning persons under the age of 16  will not be processed without the written consent a parent or guardian.

2. Data Controller
The eldership (serving elders) of Newquay URC/Newquay Evangelical Church is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. What Personal Data do we collect?
·         Personal identifiers such as your title name and age (date of birth-optional)
·         Contact details including postal address, post code, email and telephone numbers
·         Whether you are a UK tax payer (Gift Aid processing)
·         Family, spouse
·         Records of your contact with us


We also receive prayer requests and the information may reveal sensitive personal data. As a church family we share and pray for these needs at our group prayer sessions. We will always treat any sensitive personal data we process with greater care and process the information in accordance with the Date Protection Act.
 

3. How do we process your personal data?
The eldership of Newquay URC/Newquay Evangelical Church 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 personal data for the following purposes: -

·                     to administer membership records;
·                     to maintain our financial accounts and records (including the processing of gift aid);
·                     to provide news and information about events, activities and services at the church;
·                     to fundraise and promote the interests of the church;
·                     to manage volunteers;
·                     to enable the church to provide voluntary services for the benefit of the public in our local community;
·                     to provide contact details of officers within the church and others with specific responsibilities.

4.  What is the legal basis for processing your personal data?

·         Processing is carried out by the church as a not-for-profit body with philosophical and  religious aims and : -
             o   the processing relates only to members or former members
                   (or those who have regular contact with it in connection with those purposes); and
     o   there is no disclosure to a third party without consent; or
·         Processing is necessary for carrying out obligations under employment, social security or social protection law, or
·         Explicit consent of the data subject has been given.
·         Data collected is used for church purposes in compliance with the Data Protection Act
            and will not be used for any other purpose.

5. Sharing personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the church for church purposes or in order to carry out a service to other church members.  We will only share your data with third parties with your consent.

6. How long do we keep data?
Data is not kept longer than is necessary.
We retain data on the following basis:

RECORD TYPE

RETENTION PERIOD

Accident Books

3 years from the date of the last entry (or, if the accident involves a child/ young adult, then until that person reaches the age of 21)

Complaints (non -safeguarding)

3 years after resolution of complaint (unless further action is anticipated)

Cradle roll

Indefinitely

Employee Records

6 years after the date of termination of employment

Gift aid declarations and paperwork

6 years after the calendar year to which it relates

Insurance Records

Indefinitely

Members, adherents and friends contact details

24 months after the last contact

Membership rolls

Indefinitely

Minute Books

Indefinitely

Personal data relating to events for which additional information is gathered eg Church holidays

Disposed of immediately after the event unless anything has occurred (eg and accident) which indicates that records should be retained for a longer period.

Photographs and videos of events

24 months after the event – selected items retained for historical records

Records of attendance of children/young people and helpers

Indefinitely for safeguarding purposes

Register of Baptisms

Indefinitely

Safeguarding matters

Indefinitely or until advised otherwise by authorities

 

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 the personal data which Newquay URC or Newquay Evangelical Church
            holds about you (a Subject Access Request or ‘SAR’);
·         The right to request that the eldership of Newquay URC or Newquay Evangelical Church 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
            Newquay URC or Newquay Evangelical Church 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 you with your personal data and where possible,
            to transmit that data directly to another data controller.
·         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;
·         The right to lodge a complaint with the Information Commissioners Office.
·         If you indicate that you do not wish to hear from us in the future, we will keep the minimum information
            necessary to ensure we avoid contacting you any further.

8. Further processing and changes to this Privacy Notice
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 Church Secretary at Newquay United Reformed Church/Newquay Evangelical Church , Bank Street, Newquay TR7 1DJ.

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.

The Elders
Newquay United Reformed Church/Newquay Evangelical Church
Bank Street,
Newquay, Cornwall TR7 1DJ

Date:   20th May 2018