Mount Pleasant Baptist Church Privacy Notice

Introduction

From 25th May 2018 the new General Data Protection Regulations come into force which essentially give individuals more rights over how information is stored and used by a church or any organisation. In particular, we are required to tell our members, office holders, employees and friends of this church what information we hold, how we store and use it.

The Trustees/Deacons of Mount Pleasant Baptist Church are the data controller and one of their number Peter Welsh acts as the designated Data Protection Officer.

1. What Information do we hold?

We hold the names, addresses, telephone numbers, e-mail addresses and date of birth of our members and non-members. We hold bank details of those who contribute by bank transfer and those who participate in the Gift Aid scheme. We hold safeguarding information in relation to children, youth and vulnerable adults.

2. How do we store your information?

Paper information is held securely in locked cabinets and the keys are also held securely. Electronic information is password protected and/or encrypted.

3. How do we process your personal data?

A. Member Details: The Trustees/Deacons/Church officers hold contact details (name, address, telephone, number, e-mail) for the Members in order to:

  • keep in touch (e.g. send you a newsletter)
  • notify you of services, events and meetings, courses, training
  • provision of pastoral support
  • circulate prayer requests
  • request assistance from you in the running of the church (e.g. rotas)
  • administer member records, including the processing of gift aid
  • refer to you in our newsletter, e.g. in case of a celebration, illness

(This list is not exhaustive and can be added to as appropriate.)

How long will they be kept for?

Necessary information will be held for so long as you are in membership with Mount Pleasant Baptist Church. However, Gift Aid Declarations will be kept for up to 6 years after the calendar year to which they relate. Information relating to dedication registers / marriage registers will be kept permanently.

What is the legal basis for processing this data?

We process this information, including any sensitive personal data (which includes an individual’s religious belief/affiliation) on the following grounds:

  1. Legal Obligation (e.g. processing Gift Aid or Safeguarding.)
  2. Contract (e.g. letting out the church hall to individuals and groups.)
  3. Legitimate Interest (routine church administration, such as publishing membership rolls for internal use, rotas, pastoral notes etc.)
  4. Consent: If we do not have legal, contact or legitimate we will secure your written consent in a clear manner, appropriately recorded and updated as necessary.

B. Friends of the ChurchThe Trustees/ Deacons/Church Officers hold contact details (name, address, telephone, number, e-mail) for Friends of the Church in order to:

  • keep in touch (e.g. send you a newsletter)
  • notify you of services, events and meetings, courses, training, holiday clubs, lunch clubs
  • provision of pastoral support
  • circulate prayer requests
  • request assistance from you in the running of the church (e.g. rotas)
  • administer member records, including the processing of gift aid
  • refer to you in our newsletter, e.g. in case of a celebration, illness

(This list is not exhaustive and can be added to as appropriate.)

How long will they be kept for?

The information will be kept until you tell us that you do not want to receive any further contact and will be reviewed every 2 years.

What is the legal basis for processing this data?

As a Friend of the Church (e.g. non-member, attending luncheon club, mothers and toddlers) we will only hold your contact details if you are in regular contact with us or if we have secured your written consent to hold this information. We will not share your information with anybody else.

C. Annual Report

Mount Pleasant Baptist Church is required by law to publish an Annual Report. Copies of the Annual Report are only distributed to Members and to the Welsh Baptist Union Corporation (if it acts as a Trustee for Mount Pleasant Baptist Church)

What is the legal basis for processing this data?

If we publish personal details and sensitive information we will secure your written consent.

D.Church Directory

The Church Directory is the primary reference point for members, regular attenders and those who organise the running of Mount Pleasant Baptist Church to find contact details. This directory is widely available to Church Members and regular attenders and a copy is also kept in the church. We do not give copies to anyone else, but it is widely available. We very much hope that you will give us your written consent to include your details in the directory.

What is the legal basis for processing this data?

As we are publishing your personal details, we will seek your written consent to do so.

E. Safeguarding Information

This includes references for those who are working with children and vulnerable adults, parental consents, emergency contact information, medical information and medical contacts.

How long will this information be kept for?

For so long as the individual is participating in church activity.

What is the legal basis for processing this data?

The church has a legal obligation to hold this information in order to meet its safeguarding responsibilities.

Further Information

Sharing your Personal Data

We will not share your personal data with third parties unless we have secured your consent beforehand or are required to do so by law.

Your rights

You have a number of rights in relation to the personal data that is held about you. You can request a copy of the personal data held and how this is processed. You also have the right to update, amend, restrict or withdraw consent to the processing of your data along with the right to erase your data. Should you wish to exercise your rights then please contact Peter Welsh.

Subject Access Requirements

Requests for information will be processed within one calendar month. The church should be aware that there are occasions when it would be inappropriate to release information. If any such reservations arise (e.g. in relation to safeguarding) advice can be sought from the Information Commissioner on 0303 123 1113 or the website: www.ico.org.uk

Complaints

If you are concerned about the way your information is being handled, then please contact in the first instance Peter Welsh, the designated Data Protection Officer for Mount Pleasant Baptist Church, whose contact details are:

Tel. Home           01646 684207

Tel. Mobile         07969 624632

Email                   peterwelsh@uwclub.net

If you remain unsatisfied with the outcome then you can refer the matter to the ICO via the website: https://ico.org.uk/concerns/handling/ or you can call the helpline on 0303 123 1113.