Privacy Notice
This Privacy Notice explains who we are, how to contact us, when we collect personal data, how we use that data, how long we may keep that data and your rights.
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 applicable legislation, including:
- The IOM General Data Protection Regulations and Law Enforcement Directive Implementing Regulations 2018
- The UK General Data Protection Regulation 2016
- The UK Data Protection Act 2018
- and other regulatory requirements and applicable guidance.
Who we are
This notice is given by the Parochial Church Council of the parish of Lonan and Laxey (the “PCC”), the incumbent of the benefice of Lonan and Laxey (the “Vicar”) and the churchwardens of the parish of Lonan and Laxey (the “Wardens”). The PCC, the Vicar and the Wardens are each the data controller in respect of matters within their respective fields of responsibility. Each of them decides how your personal data is processed and for what purposes within those fields.
Contact details
To exercise all relevant rights, queries or complaints please in the first instance contact the Data Protection Officer, Hazel Smith, Dolphins, Clay Head Road, Baldrine, Isle of Man, IM4 6DJ Tel: 01624 863898 Email hazel.smithiom@gmail.com
What is our approach to personal data?
We respect an individual’s fundamental right to privacy. In general, we will endeavour to be open and transparent with individuals when processing their personal data. However, in some limited exceptions, for example when investigating an allegation, it is not possible to do so.
How will we collect and use your personal data?
The Vicar, the PCC and the Church Wardens comply with their obligations under the legislation 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.
They process personal data for the following purposes:-
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area namely the Parish of Lonan and Laxey which includes St Adamnan’s Church;
- To administer membership records;
- To fundraise and promote the interests of the church and charity;
- To manage our employees and volunteers;
- To maintain our own accounts and records including the Electoral Roll and to comply with all our duties under Ecclesiastical Law in relation to the Electoral Roll;
- To inform you of news, events, activities and services running at our churches;
- To share your contact details with the diocesan office so they can keep you informed about news in the Diocese and events, activities and news, events, activities and services that will be occurring in the parish and in which you may be interested.
- For the purpose of correspondence, for example the issuing of newsletters or pew notes.
- when making enquires or undertaking investigations in accordance with statutory functions and duties
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 and keep you informed about diocesan or parish events or national and international concerns associated with their obligations as a Church.
· Processing is necessary for carrying out legal obligations in relation to employment, social security or social protection law, or a collective agreement;
· Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: -
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o there is no disclosure to a third party without consent.
Will we share your personal data?
Your personal data 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 data with third parties outside of the Parish with your consent. With regard to the Electoral Roll, this will be displayed each year in Church in accordance with the legal requirement to do so.
How long do we keep your personal data?
We keep data 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 1.
Specifically, we retain electoral roll data while it is still current; donations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals and burials) permanently.
What are your rights in relation to your personal data?
Unless subject to an exemption under the legislation, you have the following rights with respect to your personal data: -
· The right to request a copy of your personal data which the PCC, the Vicar or the Wardens holds about you;
· The right to request that the PCC, the Vicar or the Wardens 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 PCC, the Vicar or the Wardens 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)
· 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)
· The right to lodge a complaint with the Isle of Man Information Commissioners Office.
Will we further process your data?
In certain circumstances we will use data for purposes other than the specific purpose for which you supplied your data. By arranging your ceremony with the Church, you are consenting to us processing your data as follows:-
Baptisms
We will retain Baptism records indefinitely in case they are needed by the baptised person for official purposes later in life, to keep in touch with the family of the baptised person and to invite them to church services or events.
Weddings
We will retain wedding records indefinitely and details from wedding couples to inform us should they return for Baptisms and to invite them to church services or events.
Confirmations
We will retain details of confirmed persons indefinitely in case they require information relating to their confirmation in the future and also to invite them to church services or events.
Funerals/Burials/Interments
As a Parish we hold records of funerals at Church and burials or interments in the Burial Ground. Details of the families of the deceased will be retained in case there is a need to contact them for instance in respect of grave maintenance in the future. Further, we will retain details of the families of the deceased to invite them to the All Souls or similar service each year as a memorial to their loved ones.
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.
Website and cookies
Please find our website privacy statement on our website www.christchurchlaxey.com. This privacy notice does not cover the links to other websites within this site. We encourage you to read the privacy statements on other websites you visit.
How to make a complaint
The link for how to make a complaint to the Information Commissioner of Isle of Man can be found here
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last reviewed in December 2020 and will be reviewed again at intervals of no less than one year.
1.https://www.churchofengland.org/more/libraries-and-archives/records-management-guides
