Personal data is any information about a living individual who can be identified from that data (for example a name, photographs, videos, email address, or address).. 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 Data Protection Bill/Act 2017 the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998).
Anglican Essentials Wales is the data controller for your data. This means it decides how your personal data is processed and for what purposes.
Anglican Essentials Wales works closely with a number of different organisations and office-holders who work together to deliver the Organisation’s mission in each community. Anglican Essentials Wales works together with:
- The venue where our annual conference is held (may change year to year)
- The Evangelical Fellowship in the Church in Wales
- Credo Cymru
- The Anglican Renewal Movement
IT solutions used by Anglican Essentials Wales (where some information may be stored) include:
- Proclaim it (website consultants)
- Stripe (online payment portal)
As Anglican Essentials Wales is made up of all of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities for the annual conference, and other tasks within our community. The organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
Each of the data controllers have their own tasks and a description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is provided to you by Anglican Essentials Wales on our own behalf and on behalf of each of these data controllers. In the rest of this Privacy Notice, we use the word “we” to refer to each data controller, as appropriate.
They will process some or all of the following where necessary to perform their tasks:
• Names, titles, and aliases, photographs;
• Contact details such as telephone numbers, addresses, and email addresses;
• Where they are relevant to our mission, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants;
• Where you make donations or pay for activities such as registering for the annual conference, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
• The data we process is likely to constitute sensitive personal data because, as a religious organisation, the fact that we process your data at all may be suggestive of your religious beliefs.
The data controllers will comply with their legal 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 some or all of the following purposes:
• To enable us to meet all legal and statutory obligations;
• To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
• To deliver the Organisation’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in the constitution and statutory framework of each data controller;
• To administer the conference attendance records;
• To manage statistical records of churches linked to Anglican Essentials Wales;
• To fundraise and promote the interests of Anglican Essentials Wales as a non-profit organisation;
• To maintain our own accounts and records;
• To process a donation that you have made (including Gift Aid information);
• To seek your views or comments;
• To notify you of changes to our events and role holders;
• To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities;
• To process a grant or application for a role;
• To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another church within the United Kingdom). An example of this would be providing the conference venue with information on attendees (dietary requirements, or special requests). We will always take into account your interests, rights and freedoms.
We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection to attending one of our events.
Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Your personal data will be treated as strictly confidential and will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):
• The appropriate bodies within our Anglican Essentials Wales constituency including the other data controllers;
• Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our database software;
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
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 Anglican Essentials Wales holds about you;
• The right to request that Anglican Essentials Wales corrects 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 Anglican Essentials Wales 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) .
• 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)
• The right to lodge a complaint with the Information Commissioners Office.
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.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller,
Anglican Essentials Wales,
68 Church Road,
Pembs, SA73 1EB
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.