Website Data Privacy
Trinity Church, Rawdon
Trinity Church is committed to safeguarding your privacy. Please contact us for assistance if you have any questions or problems regarding the use of your Personal Data.
By using this site and/or our services, you consent to the Processing of your Personal Data as described in this Privacy Notice.
Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.
Data subject – a natural person whose Personal Data is being Processed.
Child – a natural person under 16 years of age.
We/us (either capitalised or not) – Trinity Church
Data Controller – The Trustees of Trinity Church (contact details below). This means they decide how your personal data is processed and for what purposes.
Data Protection Principles
We promise to follow these data protection principles:
- Processing is lawful, fair, transparent. Our Processing activities have lawful grounds. We always consider your rights before Processing Personal Data. We will provide you information regarding Processing upon request.
- Processing is limited to the purpose. Our Processing activities fit the purpose for which Personal Data was gathered.
- Processing is done with minimal data. We only gather and Process the minimal amount of Personal Data required for any purpose.
- Processing is limited with a time period. We will not store your personal data for longer than needed.
- We will do our best to ensure the accuracy of data.
- We will do our best to ensure the integrity and confidentiality of data.
Data Subject’s Rights
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 Trinity Church holds about you (a Subject Access Request or ‘SAR’);
- The right to request that the Trustees of Trinity Church correct any personal data if it is found to be inaccurate or out of date;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 Trinity 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 you with your personal data and where possible, to transmit that data directly to another data controller.
- 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;
- The right to lodge a complaint with the Information Commissioners Office.
Data we gather
Information you have provided us with:
This might be your e-mail address, name, billing address, home address etc.
We save the information you provide us with in order for you to comment or perform other activities on the website. This information includes, for example, your name and e-mail address.
Information automatically collected about you:
This includes information that is automatically stored by cookies and other session tools. For example your IP address. This information is used to improve your site visitor experience. When you use our services or look at the contents of our website, your activities may be logged.
Publicly available information
We might gather information about you that is publicly available.
How we use your Personal Data
We may use personal data for the following purposes:
- to provide news and information about events, activities and services at the church;
- to fundraise and promote the interests of the church;
- to manage the activities of employees and volunteers;
- to enable the church to provide voluntary services for the benefit of the public in our local community;
- to enable the church to manage room hiring and invoicing;
- to process and provide adequate safeguarding controls;
- to conduct questionnaires or surveys concerning local matters of interest or for user satisfaction purposes
We reserve the right to anonymise Personal Data gathered and to use any such data. We will use data outside the scope of this Policy only when it is anonymised.
We retain data on the following basis:
We might process your Personal Data for additional purposes that are not mentioned here, but are compatible with the original purpose for which the data was gathered. To do this, we will ensure that:
- the link between purposes, context and nature of Personal Data is suitable for further Processing;
- the further Processing would not harm your interests and
- there would be appropriate safeguard for Processing.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will inform you through 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 prior consent to the new processing.
|Record Type||Retention Period|
|Building/ room hire documents||For the duration of the hire period, including a requirement for repeat bookings, and long as necessary to process any subsequent issue or matter such as an incident.|
|Members, adherents and friends contact details||24 months after the last contact|
|Billing information for accounting purposes||6 years after the calendar year to which it relates|
|Personal data relating to events for which additional information is gathered eg Church groups and clubs||Disposed of immediately after the event or session unless anything has occurred (eg an accident) which indicates that records should be retained for a longer period.|
|Photographs and videos of events||24 months after the event – selected items retained for historical records|
|Safeguarding matters||Indefinitely or until advised otherwise by authorities|
|Complaints (non -safeguarding)||3 years after resolution of complaint (unless further action is anticipated)|
Who else can access your Personal Data
Your personal data will be treated as confidential and will only be shared with other members of the church in order to carry out a service you require or for purposes connected with the church. We will only share your data with third parties with your consent, unless explicitly stated.
We will disclose your Personal Data to third parties or public officials when we are legally obliged to do so.
Information provided by you is stored and processed by our website Administrators.
How we secure your data
We do our best to keep your Personal Data safe. We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities and attacks.
Even though we try our best we cannot guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.
We use specific access controls on some areas of our website. Anyone accessing these areas or those provided with passwords are required to keep these access controls secret.
We do not intend to collect or knowingly collect information from children. We do not target children with our services.
Cookies and other technologies we use
A cookie is a tiny text file stored on your computer. Cookies store information that is used to help make sites work. Only we can access the cookies created by our website. You can control your cookies at the browser level. Choosing to disable cookies may hinder your use of certain functions.
- Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as logging in. These cookies don’t collect any personal information.
- Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible. For example, they might remember your name and e-mail in comment forms so you don’t have to re-enter this information next time when commenting.
- Analytics cookies – these cookies are used to track the use and performance of our website and services
- Advertising cookies – these cookies are used to deliver advertisements that are relevant to you and to your interests. In addition, they are used to limit the number of times you see an advertisement. They are usually placed to the website by advertising networks with the website operator’s permission. These cookies remember that you have visited a website and this information is shared with other organisations such as advertisers. Often targeting or advertising cookies will be linked to site functionality provided by the other organisation.
You can remove cookies stored in your computer via your browser settings. Alternatively, you can control some 3rd party cookies by using a privacy enhancement platform such as optout.aboutads.info or youronlinechoices.com. For more information about cookies, visit allaboutcookies.org.
To exercise all relevant rights, queries of complaints please contact the Church Administrator at:
Trinity Church, Rawdon
New Road Side
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.
This Document is authorised by Trinity Church Trustees. We reserve the right to make changes to this notice. Last Review Date: 20/06/2018