St Johns Parish Data Privacy Notice
St John’s Parish aim is to help people grow closer to God in love and obedience, together in caring and sharing to others in friendship and witness. This data privacy notice explains what personal data is collected by the Parish and how we use it to meet that aim. 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”). Normally the personal data we hold comes directly from you and this may include your name, contact information including postal address, phone numbers, email and other electronic means of communication such as WhatsApp or similar applications. We may also collect demographic information such as date of birth, family and financial information. Whenever we collect data from you, we will make it clear which information is required to provide you with information about parish ministries and events. You do not have to provide us with any additional information unless you choose to. 2. Who are we? The Parish of St John’s Parish is the data controller, (the data controller determines how and what data is used), contact details are below. This means it decides how your personal data is processed and for what purposes. 3. How do we process your personal data? The Parish of St John’s 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. We ensure that appropriate security measures are in place to protect personal data and restrict access to those who have a need to know. We train our staff and volunteers in handling information securely. We use your personal data for the following purposes: – • To enable us to provide a voluntary service for the benefit of the parish; • To administer membership records; • To fundraise and promote the interests of St John’s Parish; • To manage our employees and volunteers; • To maintain our own accounts and records (including the processing of gift aid applications); • To meet our legal obligations to maintain registers of baptisms, weddings and burials. • To inform you of news, events, activities and services running at St John’s Parish; • To share your contact details with the Down & Dromore Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese of which St John’s Parish is part of and in which you may be interested. 4. What is the legal basis for processing your personal data? • Explicit consent of the data subject (the data subject is the person about whom personal data is processed) so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about parish and 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: 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. 5. Sharing your personal data Your personal data will be treated as strictly confidential and will only be shared with other members of St John’s Parish and connected church organisations who have been authorised by the church to organise/ manage ministries or events that may be of interest to you so that they can let you know what activities are available. We will not sell, lease, share or distribute your personal information to third parties unless we are required to by law or you have provided your consent. 6. How long do we keep your personal data? We keep data in accordance with the guidance set out by The Information Commissioner’s Office, details of which can be found at https://ico.org.uk/ and in line with the Data Retention Guidelines of the Representative Church Body which gives guidance to Church of Ireland Dioceses and Parishes in how long different types of data should be retained and these have been adopted by St John’s Parish. 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. 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 including CCTV images which St John’s Parish holds about you; • The right to request that St John’s 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 St John’s Parish to retain such data; • The right to withdraw your consent to the processing at any time; • 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 Commissioner’s Office. 8. Further processing If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice. The new notice will explain the new use of your personal data prior to commencing the processing. It will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. 9. CCTV St John’s Parish have installed CCTV systems outside some of our parish buildings used by members of the public and members of the parish including young people, for the purposes of monitoring building security, crime prevention and detection. In all locations where CCTV is used, signs are displayed notifying that CCTV is in operation and providing details of who to contact for further information. The CCTV Is operated in accordance with the code of practice issued by the Information Commissioner. Images captured by CCTV will not be kept for longer than necessary and in most cases no longer than 30 days. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated by the Police. We will only disclose images to other authorised bodies. Images will not be released to the media for entertainment purposes or placed on the internet for public viewing. 10. Contact Details To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator at firstname.lastname@example.org, 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.
St Johns Parish Youth Data Privacy Notice
What is a Privacy Notice?
A privacy notice helps tell you how St John’s Parish Church Moira uses information it has about you, like your name, address, date of birth and any other information such as photographs which we collect. Why do we need one? St John’s Church needs a privacy notice to make sure it meets the legal requirements which are written in a new document called the General Data Protection Regulation (or GDPR for short).
What is the GDPR?
What a great question! The GDPR are new rules that helps St John’s Church keep the information about you secure. It’s new and was introduced on the 25th May 2018, making sure that your Sunday School Teacher, Youth Leader, Volunteer or any other church staff follow the rules and keep your information safe.
How do you know about our privacy notice?
We have posters in the Parish Church, Parish Centre and Logic and we also have information about privacy on our website, telling you how we use the information we have about you.
What information do we collect about you?
Don’t worry; we only collect the information we need– such as your name, address, information about your parents or guardians, records of attendance, telephone calls and any other information to enable us to look after you.
How do we use your information?
Another great question! Your information is taken to help us look after when in our care. But we might need to share this information with others, such as if you go on a trip; but don’t worry, we will normally ask you, or your parents or adults with parental responsibility, if it’s okay to share your information and will only do so if we really have to.
How do we keep your information private?
Well, we know at St John’s that it is very important to protect the information we have about you. We make sure we follow the rules that are written in the GDPR and other important rule books.
St John’s Parish Church,
1 Main Street, Moira,
Don’t want to share?
All of our parishioners, no matter what their age, can say that they don’t want to share their information including photographs. If you’re under 13 this is something which your parents or adults with parental responsibility will have to decide. They or you can get more information from any leader, who can also explain what this means to you.
How do I access my records?
Remember we told you about the GDPR? Well, if you want to see what is written about you, you have a right to access the information we hold about you, but you will need to complete a Subject Access Request (SAR). Your parents or adults with parental responsibility will do this on your behalf if you’re under 13. If you are 13 or over, you are able to request this yourself.
What do I do if I have a question?
If you have any questions, ask your Sunday School Teacher, Youth Leader, Volunteer or any other church staff or your parents or adults with parental responsibility. You can:
1. Contact (028) 9261 7136
2. Ask to speak to the Data Protection Trustee Matthew Simpson or any leader
What to do if you’re not happy about how we manage your information
We really want to make sure you’re happy, but we understand that sometimes things can go wrong. If you or your parents or adults with parental responsibility are unhappy with any part of our data-processing methods, you can complain.
For more information, visit ico.org.uk and select ‘Raising a concern’.
We always make sure the information we give you is up to date. Any updates will be published on our website, in our newsletter and leaflets, and on our posters.