GDPR
Data Protection Notice
The Friends of the Church of St John, Baptist, Hagley
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 Friends of St John is the data controller and have appointed its Secretary as their Data
Protection Officer. This means it decides how your personal data is processed and for what
purposes.
3. How do we process your personal data?
We comply with our 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 administer membership records
To fundraise and promote the interests of the charity
To manage 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 St John’s
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 diocesan 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: -
o the processing relates only to members or former members (or those who have
regular contact with it in connection with those purposes); and
o 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 Friends of St John’s. We will NOT share your data with third parties outside of
the parish without your consent.
6. 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
Records” which is available from the Church of England website.
Specifically, we retain 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.
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 Friends holds about you
The right to request that The Friends 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
Friends 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);
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
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 write to The
Friends of the Church of St John Baptist Hagley, 11 Sweetpool Lane, Hagley DY8 2XH.
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.
GDPR Updated November 2023
The Friends of The Church of St John, Baptist, Hagley
Charity Commission Registered Number 1200446
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SAFEGUARDING
After consultation with Worcester Diocese and Ecclesastical Insurance it was agreed that, as The Friends of St John do not come into contact with any vulnerable persons, there was no need to have a Friends Safeguarding Policy.
However The Friends do recognise the Hagley PCC Safeguarding Policy and try to follow this as much as possible.
RISK MANAGEMENT
General
1. The Friends Constitution states that a low risk approach to managing The Friends Finances is essential.
2. The Friends enjoy online banking with HSBC but have a strong safety policy in respect of payment of invoices - namely: all requests from the Church PCC should be in writing when they need assistance with payment or part payment of invoices. Two from four Trustees must sign any invoices that The Friends have agreed to help with. There is a daily limit for online payment of invoices of £1,000.
3. The Friends receive monthly bank statements and these are held by G A Battersby and J Whitehouse.
4. The Friends appoint an independent examiner or auditor to review and report on the annual income and expenditure accounts and provide all Members with copies of the balance sheet.
Assets
The Friends only hold assets relating to finance - up to date balances of accounts are provided at all Friends meetings for approval by the Trustees.
Income
All income from whatever source is banked promptly and in full. A Register kept up to date and checked against the accounting records. Thank you letters are sents, as appropriate, to donors or next of kin.
Records are kept that can prove the validity of all Gift Aid claims and the tax on Gift Aid donations is reclaimed regularly.
Any gifts that are given for a specific purpose, will be recorded in a restricted fund and only used for that purpose.
Payments
Are all cheques signed by at least two individuals Are large payments are agreed by the Trustees
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