THIS IS PRIVACY NOTICE FOR TOLLARD ROYAL ADOPTED BY THE PARISH COUNCIL, PAROCHIAL CHURCH COUNCIL, SOCIAL COMMITTEE, NEIGHBOURHOOD WATCH, TOLLARD TATTLER.
THIS DOCUMENT CONTAINS ALL THE INFORMATION YOU NEED TO UNDERSTAND DATA PRIVACY IN TOLLARD ROYAL IN ACCORDANCE WITH GDPR
- 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”).
- DATA CONTROLLER
This is how your personal data is processed and for what purposes. THE DATA CONTROLLER FOR ALL COMMITTEES IN TOLLARD ROYAL IS THE CLERK TO THE PARISH COUNCIL AND THE CHAIR OF THE PARISH COUNCIL, THE LAY CHAIR OF THE PCC AND THE CHAIR OF THE SOCIAL COMMITTEE.
- How do we process your personal data?
Tollard Royal 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 Tollard Royal
- To administer membership records;
- To fundraise and promote the interests of the village;
- To manage our volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, activities and services
- 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 village 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.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the church or village committees in order to carry out a service for purposes connected with the village. We will never share your data with third parties outside of the parish without your consent.
- How long do we keep your personal 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 [see footnote for link].
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 which the Clerk holds about you;
- The right to request that the Clerk 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 village 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
- 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 lodge a complaint with the Information Commissioners Office.
- Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Clerk to the PC firstname.lastname@example.org
Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: – https://www.churchofengland.org/more/libraries-and-archives/records-management-guides