This Privacy Notice is provided to you by the Parochial Church Councils (PCC) of Holy Rood Shillingstone, St Andrew’s Okeford Fitzpaine, Child Okeford with Manston and St Paul’s Hammoon who are the data controllers for your data. 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 PCCs work together with:
The incumbent of the parish; and
The Diocese of Salisbury.
As the Church is made up of all of these people ,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.
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/work histories, academic/professional qualifications, hobbies, family composition, and dependants;
Where you make donations or pay for activities such as use of a church hall, financial identifiers such as bank account numbers, payment card numbers, and payment/transaction identifiers; and
The data we process is likely to constitute sensitive personal data because, as a church, the fact that we process your data at all may be suggestive of your religious beliefs.
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; and
To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution.
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 about your religious beliefs to administer membership or
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
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;
Other clergy or lay persons nominated or licensed by the bishops of the Diocese of Salisbury to support the mission of the Church in our parish. For example, our clergy are supported by our area dean and 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; and
On occasion, other churches with which we are carrying out joint events or activities.
We will keep some records permanently if we are legally required to do so. We may 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 7 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 may delete it when it is no longer needed.
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
The right to access information we hold on you;
The right to correct and update the information we hold on you;
The right to have your information erased;
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 our legitimate interests or regulatory purpose(s)).
The right to object to processing of your data;
Upon receiving a 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, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
The right to data portability;
You have the right to request that we transfer some of your data to another controller. 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 telephone, email, or by post (see Contact Details below).
The right to object to the processing of personal data where applicable; and
The right to lodge a complaint with the Information Commissioner’s Office.
If we wish to use your personal data for a new purpose, not covered by this 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.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
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.