St Andrew's Church Privacy Notice

Introduction
St Andrew’s Church is committed to protecting your personal information and respecting data protection laws.  This privacy notice outlines how we collect, make use of, communicate and disclose personal information.

Your personal information – what is it?
Personal information relates to a living individual who can be identified from that information. This includes things such as your name, address, telephone number, and email address. 
 
Who are we?
The data controller of any personal information you provide to us is St Andrew's PCC, a registered charity (Charity Number 1129280), whose office is at Linton Road, Oxford, OX2 6UG. This means it decides how your personal information is processed and for what purposes.


How we process your personal information?

The PCC of St Andrew’s, Oxford complies with its obligations under data protection laws by:
keeping personal information up to date
by storing and destroying it securely
by not collecting or retaining excessive amounts of personal information
by protecting personal information from loss, misuse, unauthorised access and disclosure
by ensuring that appropriate technical measures are in place to protect personal information 


We use your personal information for the following purposes: -

To enable us to meet our legal and statutory obligations
To maintain our electoral roll and a list of those that regularly attend St Andrew’s
To deliver the wide number of church ministries and activities as agreed by the PCC
To provide news and information related to events, activities and services run by St Andrew’s
To provide pastoral support to regular attendees and other connected to the church
To safeguard children, young people and adults at risk
To recruit, support and manage our employees and volunteers
To maintain our financial accounts and records (including the processing of gift aid)
To manage the use of our building and its maintenance and security 


What is the legal basis for processing your personal information?
The following legal bases apply to personal information processing by St Andrew’s PCC, Oxford:

You have given consent for us to keep you informed about news, events, activities and services
The processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law
The processing is in the legitimate interests of St Andrew’s Church
The processing is necessary in order to protect someone’s vital interests 


St Andrew’s PCC is permitted to process personal information which may reveal religious or philosophical beliefs because it is a not-for-profit body with a religious aim and because 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 of sensitive personal information to a third party without consent. 


My ChurchSuite and your personal information
My ChurchSuite allows church members to effectively manage their own personal information. It also allows you to decide how you want St Andrew’s to communicate with you and what personal information you want to share with others in the church address book. Only other members of St Andrew’s Church have access to My ChurchSuite.
 
We collect and process personal information that you provide to us when you sign up to join our ChurchSuite management system, or when you participate in any of our church’s activities.  This information includes your name, address, email and phone contact details, relationships with your family members, marital status, date of birth, employment details, and records of participation in church activities.  Some of this information is mandatory and others you can chose to add.

If you are providing us with personal information for anyone other than yourself, please ensure that you have permission to do so.
 
Some information that is processed in My ChurchSuite is mandatory for statutory or legal reasons while others are voluntary.  
 
My ChurchSuite uses up-to-date technical and organisational security measures to protect your personal information. 
 
Sharing your personal information
Your personal information 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 personal information with third parties outside of the parish with your consent.  You can choose what personal information you make available to other church members on My ChurchSuite.
 
We will also share your personal information if we think it necessary in order to protect the rights or safety of our church, our staff, any of our church members or volunteers, or any vulnerable person. We will share your personal information with the police or other authorities if required or appropriate to do so.
 
How long do we keep your personal information?
We keep personal information in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website.
 
Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

Your rights and your personal information 
 Unless subject to an exemption under data protection laws, you have the following rights with respect to your personal information: -

The right to request a copy of your personal information which the PCC of St Andrew’s, Oxford holds about you;
The right to request that the PCC of St Andrew’s, Oxford corrects any personal information if it is found to be inaccurate or out of date; 
The right to request your personal information is erased where it is no longer necessary for the PCC of St Andrew’s, Oxford to retain such data;
The right to withdraw your consent to any processing of personal information which is based on your consent;
The right, where there is a dispute in relation to the accuracy or processing of your personal information, to request a restriction is placed on further processing;
The right to object to your personal information being processed on the grounds of St Andrew’s legitimate interests;
The right to lodge a complaint with the Information Commissioners Office. 


Further processing
If we wish to use your personal information for a new purpose, not covered by this 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.
 
Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the church office or by email at parish.office@standrewsoxford.org.