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?

We are the Nettlebed & Greys group of Churches: 5 churches under 5 parishes, comprising:

1 Bix, 2 Nettlebed, 3 Nuffield, 4 Pishill, 5 Rotherfield Greys.

Each PCC is its own data controller. This means it decides how your personal data is processed and for what purposes.

The Rector of the Nettlebed & Greys Group of Churches is the overall Data Controller, with oversight of the PCCs, and the shared ministries of Baptisms, Weddings, Funerals and Pastoral Care

(contact details below).

3. How do we process your personal data?

The Rector, Ministry Team, administrators and PCCs of the Nettlebed & Greys Group of Churches comply with their 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 enable us to provide Christian ministry, mission, worship and fellowship across the Church of England parishes of the Nettlebed & Greys Group of Churches;

• To administer records of membership and statutory register information;

• To fundraise and promote the interests of the churches;

• 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 in the Nettlebed & Greys Group of Churches;

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 keep you informed about diocesan events.

• Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;

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 church for the purposes outlined above.

We will only share your data with third parties outside of the parish with your consent.

6. How long do we keep your personal data[1]?

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 [see footnote for link].

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.

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 PCCs of the parishes of the Nettlebed & Greys Group of Churches hold about you;

• The right to request that the PCCs of the parishes of the Nettlebed & Greys Group of Churches 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 PCCs of the parishes of the Nettlebed & Greys Group of Churches 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), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case 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 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. Action to be taken in the event of a Data Breach

In the first instance, we will contact the Secretary and the Registrar of the Diocese of Oxford, and if so advised, the Office of the Information Commissioner; we will analyse the severity and impact of the breach; we will contact those people whose data may have been accessed; we will review policies, procedures and training, and report to the PCCs.

10. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Benefice Administrator: [email protected] / 01491 628297 / The Benefice Office, St Nicholas Church, Rotherfield Greys, Henley on Thames, Oxon. RG9 4QD

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


[1] Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: -