Privacy Notice
Policy Statement
Highway Christian Church ("We") are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
1. Definitions
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.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data- The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data -The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership,political opinions, religious or philosophical beliefs and criminal convictions.
Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party- means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
Highway Christian Church is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: 34 Banbury Road, Bicester, Oxfordshire, OX26 2HJ. For all data matters contact the administrator on admin@highway.org.uk .
3. The purpose(s) of processing your personal data
We use your personal data for the following purposes:
To keep in touch about church activities,
to obtain consent and details about children so workers can best support them in our care,
To meet our legal requirements when recruiting staff
To safely recruit staff and volunteers working with children, including DBS checks,
to manage gift aid and reimburse expenses
to provide pastoral support
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
5. What is our legal basis for processing your personal data?
Personal data (article 6 of GDPR)Our lawful basis for processing your general personal data:
Consent of the data subject;
Children’s medical and parental consent forms
Contacts, if not currently attending Highway
Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract
HR Forms
Processing necessary for compliance with a legal obligation
HR FORMS AND ID CHECKS
Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject
Storing and using personal data for people who regularly attend Highway.
Storing and using photos, videos and recordings of adult Highway attendees on Highways community facebook page, eway and website. Using names to advertise gatherings on the Highway Facebook Page
Gift Aid Forms and Expense claims
Special categories of personal data (article 9 of GDPR)
Our lawful basis for processing your special categories of data:
Explicit consent of the data subject
MEDICAL AND PARENTAL CONSENT FORMS FOR LEAVING CHILDREN IN OUR CARE
Processing necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
DBS CHECKS
More information on lawful processing can be found on the ICO website.
6. Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with other members of Highway who may wish to contact you regarding church activities.
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of a year after not attending Highway, in order to keep in contact with you, or sooner if you request to be deleted from our records. DBS certificate numbers, role applied for and dates of checks will be retained against your name for 3 years. Financial records will be retained for 7 years and HR records for staff and volunteers will be retained for 6 years after an employee has left employment. Pastoral notes will be retained for 3 years.
8. Providing us with your personal data
You are under no statutory or contractual requirement or obligation to provide us with your personal data. But failure to do so will have the following consequences; we will not be able to take responsibility for your children without a medical and consent form. We will not be able to keep you updated about Highway acitivities. We will not be able to claim gift aid against any donation you give to Highway. You will not be able to be an employee or volunteer with Highway. We will not be able to provide you with pastoral support on an individual level.
9. 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:
10. Transfer of Data Abroad
WE DO NOT TRANSFER PERSONAL DATA OUTSIDE THE EEA.
11. Automated Decision Making
WE DO NOT USE ANY FORM OF AUTOMATED DECISION MAKING IN OUR BUSINESS.
12. 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.
13. Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
14. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our administrator on 07739 644248 or admin@highway.org.uk. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Officeon 03031231113 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, England.
April 2018
Updated March 2020
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
1. Definitions
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.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data- The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data -The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership,political opinions, religious or philosophical beliefs and criminal convictions.
Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party- means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
Highway Christian Church is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: 34 Banbury Road, Bicester, Oxfordshire, OX26 2HJ. For all data matters contact the administrator on admin@highway.org.uk .
3. The purpose(s) of processing your personal data
We use your personal data for the following purposes:
To keep in touch about church activities,
to obtain consent and details about children so workers can best support them in our care,
To meet our legal requirements when recruiting staff
To safely recruit staff and volunteers working with children, including DBS checks,
to manage gift aid and reimburse expenses
to provide pastoral support
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
- Personal data Name, contact details, bank details for gift aid and expenses claims,
- Special categories of data children’s emergency contact details and medical details when left in our care, pastoral notes may contain special categories of data depending on the nature of what is being discussed. Identity documents and declarations regarding criminal activity
5. What is our legal basis for processing your personal data?
Personal data (article 6 of GDPR)Our lawful basis for processing your general personal data:
Consent of the data subject;
Children’s medical and parental consent forms
Contacts, if not currently attending Highway
Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract
HR Forms
Processing necessary for compliance with a legal obligation
HR FORMS AND ID CHECKS
Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject
Storing and using personal data for people who regularly attend Highway.
Storing and using photos, videos and recordings of adult Highway attendees on Highways community facebook page, eway and website. Using names to advertise gatherings on the Highway Facebook Page
Gift Aid Forms and Expense claims
Special categories of personal data (article 9 of GDPR)
Our lawful basis for processing your special categories of data:
Explicit consent of the data subject
MEDICAL AND PARENTAL CONSENT FORMS FOR LEAVING CHILDREN IN OUR CARE
Processing necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
DBS CHECKS
More information on lawful processing can be found on the ICO website.
6. Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with other members of Highway who may wish to contact you regarding church activities.
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of a year after not attending Highway, in order to keep in contact with you, or sooner if you request to be deleted from our records. DBS certificate numbers, role applied for and dates of checks will be retained against your name for 3 years. Financial records will be retained for 7 years and HR records for staff and volunteers will be retained for 6 years after an employee has left employment. Pastoral notes will be retained for 3 years.
8. Providing us with your personal data
You are under no statutory or contractual requirement or obligation to provide us with your personal data. But failure to do so will have the following consequences; we will not be able to take responsibility for your children without a medical and consent form. We will not be able to keep you updated about Highway acitivities. We will not be able to claim gift aid against any donation you give to Highway. You will not be able to be an employee or volunteer with Highway. We will not be able to provide you with pastoral support on an individual level.
9. 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 the 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 to retain such data;
- THE RIGHT TO WITHDRAW YOUR CONSENT TO THE PROCESSING AT ANY TIME, WHERE CONSENT WAS YOUR LAWFUL BASIS FOR PROCESSING THE DATA;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- 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).
10. Transfer of Data Abroad
WE DO NOT TRANSFER PERSONAL DATA OUTSIDE THE EEA.
11. Automated Decision Making
WE DO NOT USE ANY FORM OF AUTOMATED DECISION MAKING IN OUR BUSINESS.
12. 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.
13. Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
14. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our administrator on 07739 644248 or admin@highway.org.uk. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Officeon 03031231113 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, England.
April 2018
Updated March 2020
