This document explains how we process information about you. It clarifies how and why we deal with your information and what your rights are.
Data controller - A controller determines the purposes and means of processing personal data.
Data processor - A processor is responsible for processing personal data on behalf of a controller.
ChurchSuite – An online platform used to store member’s information for church related activities. You can find out more about them and their compliance with GDPR here.
Your personal data – what exactly 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.
For example; name, passport number, home address or private email address. Online identifiers include IP addresses and cookies. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)].
Who are we?
“King’s Church Centre, Lewes” is the legal name of the charity, more commonly known as King’s Church Lewes.
Who is our data controller?
Al Pickering is the nominated data controller (contact details below) for the purposes of the laws relating to data protection. This means that Al Pickering, together with Kings Church Lewes, decides how your personal data is processed and for what purposes.
How do we process your personal data?
We use your personal data for the following purposes:
- to administrate your records on ChurchSuite to provide you with care, support, information.
- to allow other Members to contact you via the MyChurchSuite Directory, subject to your stated preferences
- to manage our employees.
If you visit on a Sunday (non-Members):
- we may record your name, when you attended and other brief details to help us welcome you back on subsequent visits
If you complete a Connect Card (on paper or online):
- so we can fulfil your request for further information, involvement or help.
If you Volunteer for a Serving Role:
- to manage rotas, serving and administer teams using ChurchSuite.
If you join a Connect Group:
- to manage groups, record attendance, share your contact details with your group leader and other group members using ChurchSuite
If your child/children attend Kings Church Lewes Kids or Youth groups:
- to enter data in ChurchSuite and on paper records for news, emergency contact, attendance records, safeguarding purposes and organising the groups.
When you sign up for an interest group, an event or buy a ticket:
- to administer the activity, keep you updated about the activity details and to inform you of similar future events/groups.
If you give financially:
- to process donations and Gift Aid claims; record your giving for accounting purposes; contact you with statements, finance updates and to thank you.
If you hire our facilities:
- to administer the hire, for invoicing, welcoming you back for future hires and to tell you about hire offers and promotions.
If you access one of our Community Services or Groups:
- to communicate information about the service/group and to provide you with the best possible care.
Kings Church Lewes complies with its obligations under [the General Data Protection Regulation (known as the GDPR)] by:
- keeping personal data up to date
- storing and destroying it securely
- not collecting or retaining excessive amounts of data
- protecting personal data from loss, misuse, unauthorised access and disclosure
- ensuring that appropriate technical measures are in place to protect personal data.
What is our legal basis for processing your personal data?
Article 6 Para 1(a) of the GDPR gives us a lawful basis of processing data for specific purposes where you have given us consent to do so.
In other circumstances, under Article 6 Para 1(f) of the GDPR, we may process your data in ways you would reasonably expect where it is within our legitimate interests to do so. This would include instances where we process data for Care of Church Members, Volunteering, Connect Groups and Events.
Some types of information we hold about you may be more sensitive for example information in relation to criminal convictions, marital status or sexuality. We have additional protections around this information.
As a church, we have permissions under Article 9 Para 2(d) of the GDPR to process data relating to your religious beliefs.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with King’s Church Lewes employees, elders and select volunteers. We use ChurchSuite to hold and manage your data for some purposes.
ChurchSuite is a “data processor” and is restricted in what it can do with your information by both the contract it has with Kings Church Lewes and the GDPR. We will only share your data with other third parties outside of the Kings Church Lewes with your consent.
How long do we keep your personal data?
We keep your data for no longer than reasonably necessary. We will process your data as long as you are a member of the church or are in regular contact with the church. E.g. Sunday services, volunteering, Connect Groups.
If you resign from membership or are no longer in regular contact with us, we will retain your data for a maximum of 2 years unless you specifically request for your data to be deleted earlier except where it is necessary for us to retain that information for other reasons (e.g. financial accounting, safeguarding purposes, to allow us handle complaints).
We may use automated processing to help inform our decision regarding this.
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 Kings Church Lewes holds about you;
- The right to request that the Kings Church Lewes 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 Kings Church Lewes to retain such data;
- 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 i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
- The right to lodge a complaint with the Information Commissioners Office.
From time to time, we make use of automated processing to help us with understanding the needs of the church, event planning, managing and reviewing data, provide better pastoral care and help us meet various legal requirements.
If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.
To exercise all relevant rights, queries or complaints, please in the first instance contact the Data Protection Officer (Al Pickering) at firstname.lastname@example.org
You can contact the Information Commissioners Office at:
0303 123 1113
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF