DATA PRIVACY NOTICE – HOW WE USE YOUR PERSONAL INFORMATION
THE CONGREGATION OF BON ACCORD FREE CHURCH OF SCOTLAND
OF THE FREE CHURCH OF SCOTLAND
IN THE PRESBYTERY OF EDINBURGH & PERTH
This privacy notice explains the way in which the Bon Accord Free Church of Scotland Congregation uses, or “processes”, personal information. Personal information is any information, held either in paper records or electronically, from which you can be identified. Examples of personal information are your name, address, email address, telephone number, IP address, photograph or video image. The processing of personal information is governed by data protection law. “Processing” is anything that is done with personal information, from collection onwards.
The Trustees (i.e. elders and deacons) of the Congregation, jointly with the Presbytery, are the “data controller” in terms of data protection law as we decide on the purposes for, and means by, which your personal information is processed. Our contact details are provided below.
We use personal information for the following purposes:
§ To maintain membership records.
§ To maintain baptismal records.
§ To manage employees and volunteers.
§ For payroll administration.
§ To maintain accounts and records, including Gift Aid administration.
§ In relation to the provision of counselling and pastoral care.
§ In relation to individuals participating in church events and activities, including children and young people.
§ To provide information about church news, events and activities.
§ To fulfill contractual and other legal obligations.
§ For fundraising.
§ Generally, to further the charitable aims of the church.
Sharing of information
Only individuals appointed to specific roles within the Free Church of Scotland can access your private data. We will not share your data outside the Free Church of Scotland without your consent unless we are permitted or obliged to do so by law.
Lawful bases for processing personal information
We are required by law to identify an appropriate legal basis (or appropriate legal bases) for processing personal information. We process personal information on one or more of the following legal bases:
§ Where you have given your consent to the processing for one or more specific purpose(s). You are entitled to withdraw such consent at any time, using the contact details provided below.
§ Where the processing is necessary for the purposes of our legitimate interests, and such interests are not overridden by your interests or fundamental rights and freedoms.
§ Where the processing is necessary for the performance of a contract with you.
§ Where the processing is necessary for compliance with a legal obligation.
Also, where we process personal information which is more sensitive than other types and is classed by law as “special category data,” we will, in addition to meeting a minimum of one of the above legal bases, ensure that one or more of the following applies:
§ Processing is carried out in the course of our legitimate activities with appropriate safeguards by us as a not-for-profit body with a religious aim and on condition that the processing relates solely to our members, or to former members, or to people who have regular contact with us in connection with our purposes and that the personal information is not disclosed outside the Free Church of Scotland without your consent.
§ You have given explicit consent to the processing of your personal information for one or more specified purpose. You are entitled to withdraw such consent at any time, using the contact details provided below.
Security and retention of personal information
We are committed to ensuring that personal information is held and retained securely and in accordance with data protection principles. More specifically, we keep data in accordance with the guidance set out in our Data Retention Policy, a copy of which is available on the noticeboard in our main downstairs hall and on our website at www.bafreechurch.org.uk and (on request) from our Administrative Assistant via here
You have the right to make certain requests in relation to your personal data, as follows:
§ You can request copies of the personal data which we hold about you, using the contact details provided below.
§ If you believe that any information we hold about you is inaccurate or incomplete, please let us know so that we can have this rectified.
§ You can request that we erase your data if there is no longer any need for us to keep it, although we may still need to retain it if the reasons why it was obtained still exist. If the only legal basis on which we hold the data is your consent, and you withdraw that consent, then we will erase your data on request.
Our contact details
You can contact us by:
letter: The Administrative Assistant, Bon Accord Free Church of Scotland, Rosemount Viaduct, Aberdeen, AB25 1NS.
The Information Commissioner’s Office
You have the right to contact (or complain to) the Information Commissioner’s Office on 0303 123 1113 or via its website at www.ico.org.uk or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.