The Parochial Church Council (PCC) of St Matthew & St James, Mossley Hill, Liverpool
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data (for example a name, photographs, videos, email address, or address). 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”) now enshrined in the Data Protection Act 2018 (DPA2018).
Who are we?
This Privacy Notice is provided by the PCC of St Matthew & St James, Mossley, which is the data controller (contact details below), ICO registration number ZA495502.
The Church of England is made up of a number of different organisations and office- holders who work together to deliver the Church’s mission in each community. The PCC works together with:
- the incumbent of the parish, that is, our Rector;
- South Liverpool Deanery;
- the staff of the Diocese of Liverpool and bishops of the Diocese of Liverpool;
As the Church is made up of all of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities to the Church and our community. The organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
Each of the data controllers have their own tasks within the Church and a description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is provided by the PCC on our own behalf and on behalf of each of these data controllers. In the rest of this Privacy Notice, we use the word “we” to refer to each data controller, as appropriate.
What data do the data controllers listed in the above process?
They will process some or all of the following where necessary to perform their tasks:
- Names, titles, and aliases, photographs;
- Contact details such as telephone numbers, addresses, and email addresses;
- Where they are relevant to our mission, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education or work histories, academic/professional qualifications, hobbies, family composition, and dependents;
- Where you make donations or pay for activities such as use of the church facilities, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim
How do we process your personal data?
The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.
We use your personal data for some or all of the following purposes:
- To enable us to meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules);
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
- To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are gravely ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
- To deliver the Church’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in the constitution and statutory framework of each data controller;
- To administer the parish, deanery, archdeaconry and diocesan membership records;
- To fundraise and promote the interests of the Church and charity;
- To maintain our own accounts and records;
- To process a donation that you have made (including Gift Aid information);
- To seek your views or comments;
- To notify you of changes to our services, events and role holders;
- To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities;
- To process a grant or application for a role;
- To manage our employees and volunteers;
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our
What is the legal basis for processing your personal data?
Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation in the Church of England). An example of this would be our safeguarding work to protect children and adults at risk. We will always take into account your interests, rights and freedoms.
Some of our processing is necessary for compliance with a legal obligation. For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns.
We may also process 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 your data in connection with the hire of church facilities.
Religious organisations are also permitted to process information which relates solely to members or former members or persons with whom we have regular contact. This information would not be disclosed to any third party without your explicit consent.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Sharing your personal data
Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- The appropriate bodies of the Church of England including the other data controllers;
- Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf;
- Other clergy or lay persons nominated or licensed by the bishops of the Diocese of Liverpool to support the mission of the Church in our parish. For example, our clergy are supported by our Area Dean and the Archdeacon, who may provide confidential mentoring and pastoral support. Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions may participate in our mission in support of our regular clergy;
- Other persons or organisations operating within the Diocese of Liverpool including, where relevant, the Diocese of Liverpool Board of Education.
How long do we keep your personal data?
The DPA2018 and GDPR require that data is not kept unless it is necessary to retain it and should only be kept for the minimum time period required. Therefore, we will keep some records permanently where we are legally required to do so, such as marriage registers. We will need to keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of seven years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer necessary to keep it.
Your rights and your personal data
You have certain rights with respect to your personal data which can be exercised by contacting us in writing, by email or by telephone (details at the end of this document).
When exercising any of the those rights we may need to verify your identity for your security and in order to process your request. In such cases we will need you to provide proof of your identity. Your rights DPA2018 and GDPR are:
- The right to access information we hold on you
- At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month to provide the information requested or to explain why we are unable to do so.
- There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative
- The right to correct and update the information we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your information erased
- If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we
- When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted, for example because we need it for regulatory
- The right to restrict the processing of your data
- You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object to the processing of your data, we may need to continue to hold your data to comply with your other rights, to bring or defend legal claims or because we are legally required to do so.
- The right to data portability
- You have the right to request that we transfer some of your data to another controller, for example another parish if you move house or church. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought
- You can withdraw your consent easily by contacting the PCC Secretary through our website or by post (see Contact Details below)
7. The right to object to the processing of personal data.
- This includes the right to stop your data being processed for certain purposes
- The right to lodge a complaint with the Information Commissioner’s Office (see below).
Transfer of data abroad
Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
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.
To exercise all relevant rights, queries or complaints please in the first instance contact the PCC Secretary through our website www.mossleyhillchurch.org.uk or by post at
Mossley Hill Parish Church, Rose Lane, Liverpool L18 8DB or by telephoning the church administrator on 07544882529
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.