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 (GDPR).
2. Who are we?
The leadership team at Old Lodge Lane Baptist Church, Purley is the data controller (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?
Old Lodge Lane Baptist Church 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.
Your data is largely stored online with one of the following data processors – Google Drive, Dropbox, Facebook, Instagram, Yahoo Mail, Google Mail, YouTube, SiteGround (who host our website https://www.ollbc.org.uk) and WordPress (who host our legacy website http://www.oldlodgelane.co.uk). Each one of these processors is password protected, the passwords only being given out to relevant church staff members.
Where data is stored on a staff laptop or electronic device, laptops are password protected and electronic devices are biometrically protected.
We use your personal data for the following purposes:
◊ To let the community know what is going on at the church via Facebook, Instagram, Facebook Messenger, email, WhatsApp, text or website;
◊ To administer internal membership records;
◊ To fundraise and promote the interests of the church;
◊ To manage our employees and volunteers;
◊ To maintain our own accounts and records (including the processing of gift aid applications);
◊ To allow pastoral team members to make visits and provide pastoral care to individuals and families;
◊ To administer hall hire details, payments and bookings;
◊ To hold parental permission forms for minors who attend kids or youth clubs (including relevant medical details)
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.
Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be used by staff members of the church in order to carry out roles connected with the church. We will only share your data with third parties with your express consent.
6. How long do we keep your personal data?
We retain your personal data for as long as you are actively a part of the church community or have given us permission to. We retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and marriage registers permanently.
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 the Old Lodge Lane Baptist Church holds about you;
◊ The right to request that the Old Lodge Lane Baptist Church 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 the Old Lodge Lane Baptist Church to retain such data;
◊ The right to withdraw your consent to the processing at any time;
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means];
◊ 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 Commissioner’s 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 or complaints please in the first instance contact Pastor Nick Graves at the church office on 020 8668 6260 or email firstname.lastname@example.org
You can contact the Information Commissioner’s Office by telephone on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or by post at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.