Liberty Church Privacy Notice

 

1. Introduction

 

Liberty Church, Newport (‘we’) are committed to being transparent about how it handles your personal information, to protecting the privacy and security of your personal information and to meeting its data protection obligations under the General Data Protection Regulation (‘GDPR’) and the Data Protection Act 2018.

 

This privacy notice applies to all members, staff (employed/self-employed/contractors) and volunteers. 

 

We have appointed Lois Hillier as our data controller to oversee compliance with this privacy notice and all matters relating to Data Protection.

 

1. Data Protection Principles

 

Under the GDPR there are six data protection principles which we must comply with. These provide that the personal information that we hold about you must be:

 

1. Processed lawfully, fairly and in a transparent manner

2. Collected only for specified and legitimate purposes 

3. Adequate, relevant and limited to what is necessary in relation to those purposes

4. Accurate and kept up to date

5. Kept in a form which permits your identification for no longer than is necessary for those purposes

6. Processed in a way that ensures appropriate security of the data

 

1. Why do we collect and use your information?

 

The purposes for which we are collecting and processing your personal information are:

 

• notices sheets and e-bulletins

• members letters

• communication regarding church activities and events

• gospel community activities

• to provide pastoral care

• to fulfil our purposes as a church

• to monitor and assess the quality of our services

• to comply with the law regarding data sharing

• volunteer/church rotas

• DBS checks

 

1. Types of information we collect about you

 

We collect, use and process a range of information about you. This includes:

 

• your contact details, including your name, address, telephone numbers and personal e-mail address

• your emergency contact details/next of kin

• your date of birth

• your gender

• photographs

• financial donations 

 

Additionally, if you are a member of staff (employed/self-employed/contractor) or a volunteer who claims expenses, we may also hold:

 

• recruitment records including any information held in a CV, application form, interview notes, references

• the terms and conditions of your employment as set out in your contract

• salary, benefits and pension information

• NI number

• bank account details, information about your use of our IT systems

• payroll records, tax code and status information

• training records

• annual leave and other leave records, including reasons for absence

• information about your health, including any medical conditions or disability which require us to make reasonable adjustments and sickness records

 

1. Change of Purpose

 

We will only use your personal information for the purposes which we collected it. If we need to use your personal information for any other purpose we will provide you, prior to further processing, with information about the new purpose.

 

1. Who has access to your personal information

 

Your personal information may be shared internally for the purposes of church activities (Gospel Community groups/ pastoral care/rotas) and, in the case of staff (employed/self-employed/contractors) and volunteers, for payroll and expenses. 

 

For those signed up to the Gift Aid programme information will be shared with HMRC.

 

For staff (employed/self-employed/contractors) relevant information will also be shared with payroll providers, pension scheme providers, HMRC, audit, accounting and external IT services.

 

We will not share your information with third parties without your consent unless the law requires us to do so.  

 

1. Storing your data

 

We hold your data for varying lengths of time depending on the type of information but in doing so we will always comply with Legislation.

 

We will check with you on an annual basis that the information we hold is accurate and up to date.

 

1. Protecting your data

 

Your privacy is important to us and we are committed to safeguarding the privacy of the information we hold about you. Your data is held and protected in line with our Data Protection policy which is available from Lois Hillier on request.

 

1. Requesting access to your personal data

 

Under Data Protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information contact Lois Hillier.

 

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress

• prevent processing for the purpose of direct marketing

• object to decisions being taken by automated means

• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed 

• claim compensation for damages caused by a breach of the Data Protection regulations

For further information on how your information is used, how we maintain the security of your information and your rights to access information we hold on you please contact Lois Hillier.

 

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.

 

1. Contact

 

If you would like to discuss anything in this privacy notice please contact Lois Hillier, admin@libertychurchuk.com.

 

Information Commissioners Office: https://ico.org.uk/concerns/