This notice explains how we use your personal data. “We” means the incumbent and PCC of the Old Town Parish. The PCC is a Registered Charity No. 1139491 (The Parochial Church Council of the Ecclesiastical Parish of St Clement with All Saints, Hastings).

1. What do we do with personal data?

As the data controller, we process personal data for the following purposes: –

• To enable us to provide a voluntary service for the benefit of the public in Hastings Old Town and the surrounding area;
• To administer membership records;
• To fundraise and promote the interests of the church;
• 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 in the Old Town Parish

2. Why do we process your personal data?

In the case of the electoral roll, we have a legal obligation to process the personal data of those whose names are on the roll.  If you do not provide this information, we may not be able to enter your name on the electoral roll.

We also have a legal obligation to process the personal data of employees for HR, payroll, expenses, safeguarding and training purposes, as well as to process the personal information of volunteers who take on roles to which these may apply. If you do not provide this information, you may not be able to continue in a role to which these requirements apply.

We have a legal obligation to process personal data in order to ensure the safeguarding of children and adults at risk by managing activities and reporting and managing concerns.

We have a legitimate interest in communicating with volunteers about roles which they may perform from time to time in relation to the availability and performance of those roles.

With your consent, we also process your personal data for the following purposes:

• keeping you informed about news, events, activities and services;
• conducting surveys or asking for feedback to help us plan events, activities and services;
• processing your gift aid donations.

As a not-for-profit body with a religious aim, we may also process information (but without sharing it with a third party) about members and former members without explicit consent, even if this includes sensitive personal data (e.g. because it includes details of religious affiliation).

3. Our responsibility for your data

We comply with our obligations under data protection 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.

4. Sharing your personal data

Your personal data will be treated as strictly confidential.  We may share your personal data with staff and volunteers in order to carry out a service to other church members or for purposes connected with the church.

If you hold one or more roles in respect of which it may be necessary or useful for you to receive communications from the diocesan office, and in certain circumstances relating to the safeguarding of children and adults at risk, we may share your personal data with the Chichester Diocesan Fund & Board of Finance (Registered Charity No 243134. Company Limited by Guarantee No. 133558).

We will only share your data with other third parties with your consent.

5. 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.

Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

6. Your rights and your personal data

Unless an exemption applies, you have the following rights with respect to your personal data: –

• The right to request a copy of your personal data which we hold about you;
• The right to request that we 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 us to retain it;
• 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 processing of your personal data, to request a restriction is placed on further processing;
• The right to lodge a complaint with the Information Commissioners Office.

7. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data 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.

8. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Parish Administrator at:

The Parish Office, St Clement’s Church, Swan Terrace, Hastings TN34 3HT 

Email:

You can contact the Information Commissioners Office here: 
https://ico.org.uk/global/contact-us/

(Last updated: October 2024)