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Privacy Notice Kirkurd and Newlands Church (SC018087) (the “Congregation”)
Purpose of this Notice
The Kirk Session of Kirkurd and Newlands Church Scottish Charity number SC018087 (the ‘Congregation’) is providing you with this Privacy Notice in order to comply with data protection law and to ensure transparency in the collection and use of your personal data.
Who is collecting the information
The Lothian and Borders Presbytery Scottish Charity Number SC040976 is the Data Controller for the Congregation. The main contact for queries in relation to this processing is Jean Howat (01968 660677 - ).
Why is this personal data collected and for what reason (Purpose)
This information is used to:
- administer membership records, including the Communion/Supplementary Rolls
- enable pastoral care
- enable participation in Congregational activities
- provide you with information in relation to news, events, and activities within the Congregation or the wider Church of Scotland
- provide the services of a parish church to the local community
- fulfill legal obligations
- to manage our employees
- further charitable aims, for example through fundraising activities
- maintain accounts and records (including the processing of Gift Aid applications)
- comply with safeguarding obligations including, the protection of vulnerable groups scheme
- maintain a directory of contact details
Disclosure of information
The Congregation will only share your personal information where this is necessary for the purposes set out above. Information will not be shared with any third party outwith the Church of Scotland without your consent unless we are obliged or permitted to do so by law.
Basis for processing personal information
The Congregation processes your information in the course of its legitimate activities, with appropriate safeguards in place, as a not-for-profit body with a religious aim and on the basis that our processing relates solely to members, former members or people who have regular contact with us, and that this information is not disclosed to any third party without your consent.
We also process information where this is necessary for compliance with our legal obligations; where processing is necessary for the purposes of our legitimate interests and such interests are not overridden by your interests or fundamental rights and freedoms; and where you have given consent to the processing of your information for a particular purpose.
What personal data is collected
Personal data will include only what is necessary to fulfill the purposes listed. For most members it will only include name, address and contact details supplied. - Name
- Address
- Telephone number
- Mobile number
- Date of Birth
- Email address
- Bank details (for Gift Aid and fundraising purposes)
- Children’s data (for example, but not limited to, if required for instance for Junior Church, holiday clubs or baptism)
- Role in congregation (e.g. office-bearer information)
- Health-related information
- Photographs and videos (where applicable)
- Safeguarding information, including Covenant of Responsibilities
- Religious beliefs are collected by implication by being a church member
The information source
The information is collected directly from you. Some data is collected via the Presbytery or the National Offices.
The lawful basis for the processing
The Congregation processes special category (sensitive) data under UK GDPR Article 9(2)(d): “processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects”.
For the other processing activities, the lawful basis are: - UK GDPR Article 6(1)(c) “processing is necessary for compliance with a legal obligation to which the controller is subject”.
- Article 6(1)(f) “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child”.
- Article 6(1)(a) “the data subject has given consent to the processing of his or her personal data for one or more specific purposes”. This is specific to safeguarding purposes and Sunday School and other related activities dealing with children. Consent will be sought from parents/guardians for processing a child’s personal data.
Who data is shared with
Your personal information will only be shared where this is necessary for the purposes set out above. Information will not be shared with any third party out with the Church of Scotland without your consent unless the Congregation is obliged or permitted to do so by law.
How long the personal data is held for
The Congregation will keep your personal information for as long as you are a member or adherent, or have regular contact with the Congregation, or for as long as the Congregation is obliged to keep it by law or may need to do so in order to respond to any questions or complaints, or to show that the Congregation treated you fairly. When the information is no longer needed it will be securely destroyed following church procedure.
Individuals’ rights in relation to this processing
Under data protection laws, individuals have a number of rights in relation to the processing of their personal data. These rights are as follows: - The right to be informed – this privacy notice meets that right.
- The right of access – this means you have the right to have access or receives copies of personal data held by the organisation
- The right to rectification – this means you have the right to correct incomplete or inaccurate data held about you
- The right to erasure – this means you have the right to have your data deleted from an organisation’s records.
- The right to restrict processing – this means you have the right to
restrict processing. This right is normally used with other rights, e.g.
rectification
- The right to data portability – this means you have the right to request your data in a machine-readable format (e.g. a .csv file) and transfer this to another organisation
- The right to object – this means you have the right to object to how your data is processed
- Rights in relation to automated individual decision making, including profiling – the Church does not carry out this type of processing.
Not all rights apply and it depends on the lawful basis as to what rights do apply. For the processing purposes of this privacy notice, when the lawful basis is legal obligation the right of erasure, right to data portability and the right to object do not apply. All other rights do apply. For the processing purposes of this privacy notice when the lawful basis is legitimate interests, all rights apply except for data portability. If you wish to exercise any of your rights the main contact for queries in relation to this processing is Jean Howat (01968 660677 - ) who will process your request accordingly. If any processing is carried out on the basis of consent it is important to note that you can withdraw your consent at any time. To do this please contact Jean Howat (01968 660677 - ) Complaints to the Church of Scotland
If you are concerned about how your personal data is being used by the Church of Scotland, please contact the main contact for queries in relation to this processing Jean Howat (01968 660677 - ) and the Data Protection Officer for the Church of Scotland at , if required.
Complaints to the Information Commissioner’s Office (ICO)
If you are not satisfied with the outcome of your complaint to the Church of Scotland, a referral can be made to the UK regulator of data protection, the Information Commissioner’s Office (ICO). The ICO has guidance on their website: https://ico.org.uk/your-data-matters/raising-concerns/ The ICO can be contacted by email or by telephone on 0303 123 1113. Alternatively, their postal address is: Customer Contact Information Commissioner's Office Wycliffe House Water Lane Wilmslow SK9 5AF Further information If you would like further information in relation to this Privacy Notice please contact the Church of Scotland Data Protection Officer at . This Privacy Notice may be updated from time to time to reflect changes in legal requirements or other operational reasons. The latest version will always be available from Kirkurd and Newlands Church Scottish Charity number SC018087. The main contact for queries in relation to this processing is Jean Howat (01968 660677 - ).
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