1. 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 General Data Protection Regulation (the “GDPR”).

2. Who are we? 

The Trustees of Portswood Church are the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Trustees of Portswood Church comply with their obligations under the “GDPR” 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.

We use your personal data for the following purposes: -

• To inform you of news, events, activities and services running at Portswood Church;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid);
• To enable us to provide services for the benefit of the public in Portswood and Southampton city.

4. 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 process your gift aid donations and keep you informed about Church events.
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
• Processing is carried out by a not-for-profit body with a religious aim provided: -
• the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and 
• there is no disclosure to a third party without consent. 

5. Sharing 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 – for instance to support you in prayer, to arrange a pastoral visit or so that you can be contacted by other members of a team that you join. We will only share your data with third parties with your consent, unless we are obliged to by law.

6. How long do we keep your personal data?
We retain data only as long as required, unless legally we are obliged to hold it for longer. For example we retain contact details while they remain current and these are typically refreshed annually; employment records, gift aid declarations and other financial data for 6 years after the end of the financial year to which they relate; and marriage registers permanently.

7. Your rights and your personal data  

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 your personal data which the Trustees of Portswood Church hold about you; 
• The right to request that the Trustees of Portswood 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 the Trustees of Portswood 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 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 Information Commissioners Office.

8. Further processing

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.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Trustees at:

The Trustees
Portswood Church
Portswood Road
Southampton
SO17 2FY

trustees@portswood.org

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.

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