1. Who are we?
Hope Church Wymondham (HCW) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
2. What is your personal data?
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 (GDPR) enforced with effect from 25 May 2018.
3. How do we process your personal data?
HCW 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 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 and services running at HCW and other related organisations with which we have a close relationship eg Relational Mission Churches, Catalyst Churches, Hub Community Project
- To share your contact details with others where there is a Statutory Requirement e.g. HMRC or where it is necessary for you to be included in an event e.g. dietary requirements
4. What is the legal basis for processing your personal data?
- Your explicit consent is required 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 religious aim provided: –
- the processing relates only to members or former members (or those who have regular contact with us 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 church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties with your consent.
6. How long do we keep your personal data?
We keep data in accordance with statutory guidelines eg Payroll & Gift Aid records for 6 years after the tax year to which they relate. Unless we are required to keep your data for statutory purposes:
– we retain membership records whilst they are still current.
– we keep data specific to events eg Newday, Sizewell until the event has finished and up to 12 months after the finish date.
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 the personal data which HCW holds about you;
- The right to request that HCW 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 HCW to retain such data;
- The right to withdraw your consent to the processing of your data at any time
- The right to request that where possible HCW transmits your data directly to another data controller (known as the right to data portability)
- 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 your personal data
- 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 Privacy 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 or complaints please in the first instance contact
The Office Manager, The Hub, Ayton Road, Wymondham, Norfolk, NR18 0QJ. Tel 01953 798505. Email firstname.lastname@example.org
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.
10. Compliance Information
HCW uses Churchsuite, a GDPR compliant cloud-based software package, to manage Church Membership, Rotas and Event registration. This allows individuals to set their own restrictions on visibility of their contact information with options to opt out of routine Church wide emails.