DATA PRIVACY NOTICE
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 Trustees and Committee of the Staffordshire Historic Churches Trust are the data controllers (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 Staffordshire Historic Churches Trust 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 a particular geographical area as specified in our constitution;
To administer membership records;
To fundraise and promote the interests of the charity;
To manage our employees and volunteers;
To maintain our own accounts and records (including the processing of gift aid applications);
To inform you of news, events, activities arranged by the Trust;
To share your contact details (If applicable) with the Diocesan office so they can claim the Gift Aid from your donations.
4. 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 process your gift aid donations.
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: -
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 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 the Trust in order to carry out a service to other members or for purposes connected with the Trust. We will only share your data with third parties outside of the trust with your consent.
6. How long do we keep your personal data?
We keep data for only as long as it is strictly necessary.
Specifically, we retain membership list data while it is still current and gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.
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 SHCT holds about you;
The right to request that SHCT 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 SHCT 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, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
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 Membership Secretary at firstname.lastname@example.org or 01889 500232.
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.
Preservation of your privacy is important to SHCT and we are committed to letting you know how we use your personal information and to making only responsible use of your data.
SHCT (‘we’ in this document) is a charity registered in England and Wales; the registered charity number is 240854.
INFORMATION ABOUT YOU
We will collect personal information from you when you or your organisation enquire about our activities register as a member/supporter with us or subscribe to one of our services. This may include your name, title, email address, physical address, telephone numbers and job title. We may also ask for some additional non-personal information.
OUR USE OF THIS INFORMATION
Your personal information will only be used to process your requests, to provide you with our services, and to provide you with information relating to our services and all other services which we think you may be interested in.
We will not share your information with any other parties.
We will take reasonable precautions to prevent the loss, misuse or alteration of information you give to us.
Communications from us may be sent by email. For ease of use and compatibility, communications (other than payments where applicable) will not be sent in an encrypted form unless you require it and provide the certification to enable us to communicate with you in that way. Email, unless encrypted, is not a fully secure means of communication. Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.
If you would like us to correct or update any information, or if you would like information deleted from our records, then please email us.
SHCT Privacy Notice v1.0 24/11/2017