Policies

Safeguarding Trust

Dignity in Church Life

General Data Protection Regulations (GDPR)

General Privacy Statement

for Members of St Comgall’s Parish, Rathcoole

This statement explains what personal data is collected by us, and what we do with it.

Personal data is information about a living individual, which is capable of identifying them.

We have a legal duty under the new (2018) General Data Protection Regulation (GDPR) to ensure that the personal data we hold about you is accurate, adequate for our purposes, relevant, stored securely, not misused; protected to the rest of our ability from loss, misuse, unauthorised access and disclosure, not excessive, retained unnecessarily, and destroyed safely if needs be.

What we collect

Normally the only information we hold comes directly from you.  Whenever we collect information from you, we will make it clear what information is required, and why.  You do not have to provide us with any additional information unless you choose to.  We may collect the following information:

• Your Name, and Names/Ages of your children
• Your contact information including full postal address, email and phone/mobile number(s)
• Demographic information such as date of birth, marital status, family, personal preferences and interests
• Information for financial and Gift Aid purposes
• Other information relevant to your church engagement, pastoral needs and interests.

What we do with the information we collect

We use this information to understand your needs and provide you with a better service .

In particular it is often required for the following reasons:

• To enable us to provide a voluntary service for the benefit of the public…in the particular geographical areas of Rathcoole & Newtownabbey, as specified in our constitution
• To keep accurate internal records and administer our membership
• To provide you with news & information about events, activities and services
• For carrying out obligations under employment, social security or social protection law
• To enable us to fundraise and promote the activities and interests of the church
• To enable regular ongoing parish visitation & pastoral care – both routine and emergency
• To process donations for FWO, Gift Aid, Building Fund, special collections, and contributions for other financial purposes.

We need your consent to:

• Use the contact details that you give us to periodically send information which we think you (or your children) may find interesting, or for parish visiting.
• Use your information to contact you for parish survey purposes; to clarify changes in service provisions (eg time/venue); or seek support for an area of ministry in which you (or your children) have declared an interest
• To carry out a joint mailing with carefully selected other organisations, in order to tell you about other ministries / events we think you (or your children) might be interested in.
• To update the Diocese and enable its administrative and oversight functions for the parish

You have the right to ask us not to contact you.  You can opt-out at any point (for how to go about this, see overleaf).  Parental consent is required for each child under 13yrs old.  Children over this age need to fill in their own consent forms.  Youth/Children’s organisations may also require you to fill in their forms, including consent for particular activities; specific dietary needs for your child; allergy and medical information, emergency contact details and permissions.  The parish adheres to the Church of Ireland Safeguarding Policies for both Children and Adults; and information about any aspect of these is available on request.

Security

We store your information securely on our IT systems, on password protected electronic devices, and/or in locked filing cabinets/safes.  We restrict access to those who have a need to know (for example, only our Honorary Treasurer and those assisting this person will have access to personal financial information); and we train our staff/volunteers/organisation leaders in handling all information (and particularly hard copy documents) confidentially & securely.

Controlling your personal information

Only the personal data which is relevant, such as minimum contact details, will be used where possible.  And this only by clergy, or those in the parish who have been approved and authorised to organise / manage ministries or events that may be of interest to you (or your children).  They need your contact details so that they can let you (or your children) know what activities are available, for general communications in relation to the organisation; or for assisting with parish visiting, collections, deliveries and distributions.

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.

We will not sell, distribute or lease your personal information (or that of any child) to third parties unless we are required to by law, or you have given your consent.  If you have signed up to a class or other service provided by an outside person or group we will pass your basic contact details on to the leader or contact person providing that service.  The group or sessional worker may hold additional information about your participation in local activities.

Your right to to view, correct and delete personal information

At any time, you have the right to view the personal data we hold about you (or your children); to ask us to correct, update or delete it.  You also have the right at any time to withdraw your consent for processing your information, or where there is a dispute in relation to the accuracy or processing of your personal data, to request it is given to another data control person, or a restriction is placed on further processing.  Such requests must be submitted in writing (see Contact Us section below).  We will also carry out periodic updates of your information in an attempt to keep it up to date, eg in the event of a birth, death, change of address or tel/mobile number, or leaving the Parish.

Contact Us

If you have any questions about this privacy statement, our treatment of your personal information or if you wish to have a copy of the information we hold about you, or to request that it be deleted, first of all please speak to the Minister, Rev Arlene Moore.  Tel: (07450 284484).  Otherwise write to us officially at the address below.

Ms Elaine Lorimer, 

Honorary Secretary,

St Comgall’s Parish Select Vestry,

151C Rathmore Drive,

Rathcoole,

Newtownabbey, 

BT37 9DR