- Data Protection, Privacy and Communications Policy (Draft awaiting Approval from Clifton Diocese)
Salisbury Catholic Churches (hereafter referred to as SCC) is committed to protecting your privacy and seeks to provide a high level of protection for the personally identifiable information it collects and uses.
This policy describes how SCC collects and uses personal information about people who visit our website (salisburycatholics.org) and give us their data over the phone, face to face, and in writing. The terms of this policy may change, so please check it from time to time.
2. Collection of Information
We obtain personal information from you when you enquire about our activities, register with us, send or receive an email. on different occasions you may be asked for certain types of personally identifiable information (e.g. your first and last name, date of birth, email address, postal address, landline and mobile phone numbers). We hope you will provide us with this information.
However, if you do not want to disclose your personally identifiable information to us, please do not submit it.
2.1 Use of Information
Our main sources of the information provided by you are:
- Parishioner Registration and Update.
- Baptism Application
- First Holy Communion/Reconciliation Application
- Confirmation Application
- Gift Aid Application / Planned Giving
- Staff and Volunteer data
The processing of this data is necessary for the purposes of legitimate interests pursued by SCC:
- Pastoral Care
- Spiritual Direction
- Administration and Preparation for Sacramental Catechesis.
- Liturgical Rights
- To manage SCC employees and volunteers
- To maintain SCC accounts and records (including the processing of Gift Aid Applications)
Apart from Gift Aid Application your data will not be used for further fund raising or direct marketing.
Where we receive a Baptism, or a First Holy Communion Application and the Parishioner had not previously been registered with the Parish we would use the Baptism or First Holy Communion Application to also update the Parish Register.
The Baptism and First Holy Communion Application forms will be updated from 25th May 2018 to contain an explicit consent to also being used for Parish Registration.
Parish Registration can and does occur using verbal only input. For example, where a new Parishioner comes into the Parish Office and wishes to be registered, registration could then take place without a paper form being completed.
Whatever the circumstance whenever Parish Registration occurs a confirmation email is sent stating that the details given are now on the Parish Database.
Regarding the weekly publication and distribution of the SCC Newsletter we will seek explicit consent to continue this service. If we do not receive this the person concerned will be deleted from our distribution list.
Staff or Volunteers are requested to give their explicit consent to some of their personal data being on the website for SCC (salisburycatholics.org).
Explicit consent will be needed to publish photographs on the website salisburycatholics.org, parental consents will be needed for children under the age of 13.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, and for ongoing pastoral care.
2.2 Onward Transfers
We use TayCliff online services and their PAMIS service for the Parishioner registration and application data. PAMIS is an online community and process management system with a suite of applications ranging from pastoral care, to safeguarding, cash accounting, volunteer management and property management with health and safety.
We will forward to the Inland Revenue details of a Gift Aid Declaration that you may provide us with.
We will also pass to our Bank details of any Standing Order Instruction that you provide to us.
Please be reassured that we will not release your information to third parties for them to use for direct marketing purposes
We may disclose information that we collect about you ONLY when we have reason to believe that this is necessary to identify, contact or bring legal action against persons or entities that may be harming you, us or others. We may also disclose information when we believe the law requires it.
We take reasonable steps to ensure that the personal information we collect about you remains accurate, timely and secure. Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure and while we strive to protect your personal information, we cannot guarantee or warrant its complete security. We shall not be responsible for harm that you or any person may suffer because of a breach of confidentiality in respect to your use of salisburycatholics.org or any information you transmit to salisburycatholics.org.
2.4 Data Integrity
Personally-identifiable information will be kept in active files or systems ONLY as long as needed to meet the purposes for which it was collected.
If you identify any inaccuracy in your personal information, or if you need to make a change or would like to verify such information, please contact us so that we may update your information in our records. Our contact information is set forth at the end of this Policy document. We will use commercially reasonable efforts to accommodate all such requests.
Specifically, if you leave the area of SCC or indeed move within the area please inform us so that we can make the necessary update.
SCC with the use of volunteers attempt to visit and contact every home in the SCC area at both Christmas and Easter, through this we can update our Parish Register should we find that circumstances have changed or indeed a family has moved out of the area. To fulfill this task volunteers are provided with lists which contain names and addresses which are returned intact with notes of any required update.
2.5 Transfer of Data Abroad
Our website (salisburycatholics.org) is accessible from overseas so therefore the limited personal data it contains both within the website itself and any published newsletters will be visible overseas.
3 Your Rights under the General Data Protection Regulations (GDPR)
You have the following rights under GDPR. Requests regarding data protection can be addressed to:
Data Coordinator at firstname.lastname@example.org or by calling 01722 333581.
3.1 Use and Access
You have the right to be informed about how we use your data and you have the right of access.
We must provide you with the data we hold about you on request.
You have the right to request that we delete some or all your details. This right only applies where we have no overriding legitimate interest or legal requirement.
You have the right to restrict processing of your data. By this we mean that upon request we will continue to store your data but not use it.
If we hold the incorrect details about you then you can require us to correct them.
3.5 Right to Object
The individual must give specific reasons why they are objecting to the processing of their data. These reasons should be based upon their situation.
Processing may still continue if SCC can demonstrate compelling legitimate grounds or for the establishment, exercise or defence of legal claims
3.6 Data portability.
You have a right of portability – the right to request that all your information be sent to another church or organisation.
3.7 Right to withdraw Consent
Where you have given explicit consent for a process to occur you have the right to withdraw that consent.
Phil Gibbons 0117 317 9991 email@example.com
5. Protection of Children
All the staff and volunteers who come into contact with children through the various ministries have been checked with the Disclosure and Barring Service (DBS).
Data is provided in pursuance of Parish Registration, Sacramental, and Youth Ministry.
We never collect data directly from a child under the age of 12. The data is always provided to us by a Parent or Guardian and will be name, date of birth, sacramental history and name of school.
We do collect data direct from young people under the age of 18. This data is restricted to contact details only (name, address, email, phone, school/college and sacramental history}
6.1 Visitor Information
Information supplied by cookies can help us to provide you with a better online user experience and assist us to analyse the profile of our visitors.
6.2 What is a Cookie
A cookie is a small amount of data, which often includes an anonymous unique identifier that is sent to your browser from a website's computer and stored on your computer's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a web site to access the cookies it has already sent to you, not the cookies sent to you by other sites.
Many sites do this whenever a user visits their website to track online traffic flows.
Cookies record information about your online preferences. You can set your computer(s) to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these, of course, means that you may not be able to take full advantage of all salisburycatholics.org features. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.
If you have set your computer to reject cookies you can still browse salisburycatholics.org anonymously. For further information on cookies please visit http://www.aboutcookies.org.uk/
6.3 Cookies on the website salisburycatholics.org
• Your preference in terms of accessible viewing options
• Which page you are looking at within a multi-paged index of content, or search results.
Certain cookies are persistent, meaning that they last beyond your session, enabling an enhanced user-experience when you return to the site.
6.4 Google Analytics
This (salisburycatholics.org) site uses Google Analytics https://www.google.com/intl/en_uk/analytics/) to allow us to track how popular our site is and to record visitor trends over time. Google Analytics uses a cookie to help track which pages are accessed. The cookie contains no personally-identifiable information, but it does use your computer's IP address to determine where in the world you are accessing the site from, and to track your page visits within the site.
6.5 Embedded third-party content within salisburycatholics.org
7. Information Gathered from Webforms
Within salisburycatholics.org we only use a Contact Us form for the use by a Parishioner to contact the Parish Office, effectively an email.
We provide a service of weekly email of the Newsletter to those who have subscribed. SCC will honour any request to unsubscribe.
8. Parishioner Details and Data Protection
All public and private organisations are legally obliged to protect any personal information they hold. SCC will only hold those details of its Parishioners which it needs to service the pastoral needs of the Parish Community. These details should normally only be available to those Staff members who need to have them, e.g. Parish Priests, Deacons, Parish Administrator, Outreach Worker, and Deanery Youth Worker.
All information is treated in confidence. SCC does comply with the Data Protection Act and no information is passed to third parties without prior permission.
If any Parishioner wishes to withdraw their name, contact details and any other data items from any circulation list or other data list at any time they may do so by contacting the Data Coordinator (details in 12 below). The data will then be deleted except when we are legally obliged to retain the data.
9. Third Party Links
10. Compliance with law
SCC complies with all applicable privacy laws and regulations. We may be compelled to surrender personal information to legal authorities without expressed consent if presented with a court or similar legal order, or as required or permitted by the laws, rules and regulations of any nation, state or other applicable jurisdiction.
11. Modifications to Policy
12. Applicable Law
13. Questions or Comments or To Contact Us
18th May 2018