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 2016/670 (the “GDPR”).

2. Who are we?

The Vestry of All Saints, Bearsden and the Clergy are each independent data controllers (contact details below). This means they each decide how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Vestry of All Saints, Bearsden and the Clergy comply with their obligations under the GDPR by keeping personal data up to date; by storing it and destroying it securely when it is not required; 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 and organisational measures are in place to protect personal data.

The Clergy will use your personal data in order to provide pastoral care to you, to administer records such as the Communicants’ Roll and the Adherents’ Roll and for the general running of All Saints and its associated services.

The Vestry use your personal data for the following purposes:-

• To administer membership records;
• To fundraise and promote the interests of the charity;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of news, events, activities, and services running at All Saints and in the broader Scottish Episcopal Church;
• To share your contact details with the Diocesan Office if you are appointed to a role within the congregation or Diocese for the purposes of church administration;
• To share your contact details with the General Synod Office if you are appointed to a role within the congregation or Diocese for the purposes of church administration;
• To enable us to provide a voluntary service for the benefit of the public.

4. What is the legal basis for processing your personal data?

We hold and process your personal data:-

So that we can keep you informed about news, events, activities and services and other events throughout the Scottish Episcopal Church via e-mail, telephone and text;

Share any relevant personal data with the Clergy, the Vestry, Diocesan authorities and General Synod Office, for example, that you are on the Communicants’ Roll;

If you are an employee of the Vestry and the processing is necessary for carrying out obligations under employment, social security and social protection law, or a collective agreement;

If processing is necessary for our legitimate interests. This means that we can process your personal data if (i) we have a genuine and legitimate reason; and (ii) we are not harming any of your rights and interests.

Our legitimate interests include: processing for the purposes of church administration and membership records; processing your gift aid donations; fundraising and promoting the interests of the charity; to manage our employees and volunteers; to maintain our own accounts and records; to enable us to provide a voluntary service for the benefit of the public.

5. Sharing your personal data.

Your personal data will be treated as strictly confidential and will be shared only as set out in this section. Your personal data may be shared with members of the Vestry and clergy, those preparing rotas, the Diocesan Office and, if you are appointed to a role within the congregation or Diocese, with the General Synod Office. The policies of these bodies should be referred to as to how they then might use your data.

If you serve on any committee or take on any duty, rota or role within the congregation, your personal data may be shared with other members of the congregation. You will be informed if your personal data will be shared more widely.

We may also share your information or disclose it to third parties where required to comply with any court order or other legal obligation or when data is requested by government or law enforcement authorities, to enforce any agreements, or to protect the rights, property, or safety of members of the congregation or others.

6. How long do we keep your personal data?

We keep data in accordance with the guidance provided by the Scottish Episcopal Church. Specifically, we retain Communicant and Adherent Roll data while it is still current,  gift aid declarations and associated paperwork are kept for up to 7 years after the tax year to which they relate; and church registers (baptism, marriage and funerals) 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 Clergy/Vestry of All Saints, Bearsden hold about you;
• The right to request that the Clergy/Vestry of All Saints, Bearsden 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 Clergy/Vestry of All Saints, Bearsden to retain such data;
• The right to withdraw your consent to the processing at any time;
• The right, where there is a dispute in relation to the accuracy or the processing of your personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data;
• The right to lodge a complaint with the Information Commissioner’s 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, 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 or complaints please contact the Vestry Secretary or the Rector. You can contact the commissioner’s Office on 0303 123 1113 or via e-mail https://ico.org.uk/global/contact-us/email/ or at the Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.