1. What is personal information or data?
What we mean here by the expressions “personal information” or “personal data” is any information about a living individual which allows them to be identified (for example a name, photographs, videos, address or email address). It can relate to customers, suppliers, volunteers, employees, business contacts as well as those who worship with us or with whom we have contact. Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation (GDPR) and other legislation.
2. Who are we?
3. Where do we get your personal information from?
4. How we use or process your personal data
We may use your personal data for some or all of the following purposes: –
a) To maintain our list of regular attenders and those we have links with;
b) To provide pastoral support;
c) To provide services to the community including our toddler group, Little Miracles;
d) To comply with safeguarding procedures with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
e) To communicate with you and to inform you and our regular attenders about news, events, activities, meetings and services , and to send other communications which may be of interest.
f) To recruit, support and manage volunteers, and any paid staff or contractors who may be appointed;
g) To maintain our accounts and records;
h) To maintain the security of our property premises. In the event that CCTV is installed for security purposes, to use it for the prevention and prosecution of crime
i) To respond effectively to enquirers and handle any complaints
j) To adhere to legal requirements for weddings and funerals
k) To deal with the licensing and the renting out of our property and premises
l) To run CFIR in an efficient and proper way.
l) Any other purpose that we have agreed with you from time to time.
We have legal obligations relating to your data and we will comply with these by keeping your 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.
4. The legal basis for processing your personal data
To use or process your personal information we will rely on one or more of the following bases depending on the activities we are carrying out.
● We may process your personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing data in connection with the provision of goods or services to us, or under a contract of employment.
● We may process your personal data if it is necessary for us to comply with a legal obligation.
● Some of your data may be processed because it is necessary for our legitimate interests. Our legitimate interests will normally be the administration of CFIR. We will always take into account your interests, rights and freedoms. As a religious organisation we are also permitted to process information about your religious beliefs to administer membership or contact details, provided this information is not passed to a third party without your consent.
● In other cases, the legal basis is your consent, which we will obtain prior to using your personal data.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with others who regularly worship with us or with whom we have regular contact to the extent strictly necessary in order to carry out a service to them or you; or for purposes connected with our activities as a Christian fellowship.
Otherwise, should it be necessary to share any of your data with a company or an individual to provide a service that we cannot provide, for example, IT support, we will only share your data with them with your consent.
6. Retention of your personal data
We will only keep data for as long as is necessary. Specifically, we will only retain data relating to those who worship with us regularly or are someone with whom we have regular contact, while it this is still the case unless they ask us to retain their data. Other data may have to be retained for extended periods of time so, for example, financial records will have to be retained for certain periods that are required by law, for example, up to 6 years after the calendar year to which they relate. Registers for marriages and funerals will be retained permanently.
7. Your rights and your personal data
You have rights under data protection law that relate to the way we process your data. More information can be obtained from the Information Commissioner’s website. In summary you have the following rights with respect to your personal data:
● The right to request a copy of the personal data which we hold about you;
● The right to request that we correct any personal data if it is found to be inaccurate or out of date;
● The right to request that your personal data is erased where it is no longer necessary for us to retain such data;
● The right to withdraw your consent to processing at any time (where consent was the original basis for processing);
● In certain circumstances the right to request that we transfer your personal data to another data controller;
● The right to request a restriction is placed on further processing, where there is a dispute in relation to the accuracy or processing of your personal data;
● The right to object to the processing of personal data;
● The right to lodge a complaint with the Information Commissioner’s Office (contact details below).
8. Further processing
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact: Data Protection Lead, Christian Fellowship in Richmond, Halford House, 27 Halford Road, Richmond, Surrey TW10 6AW or email: firstname.lastname@example.org.
You can contact the Information Commissioner’s 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.
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