Ruberslaw Country Parishes SC034629
The Kirk Session of Ruberslaw Country Parishes Scottish Charity number SC034629 (the ‘Congregation’) is providing you with this Privacy Notice in order to comply with data protection law and to ensure transparency in the collection and use of your personal data.
Who is collecting the information
Lothian and Borders Presbytery SC040976 is the Data Controller for the Congregation. Laura Millar, Session Clerk is the Data Protection Coordinator for Ruberslaw Country Parishes, Tel: 07707 331274, Email: lauramillar76@btinternet.com.
Why is this personal data collected and for what reason (Purpose)
This information is used to:
- administer membership records, including the Communion/Supplementary Rolls;
- enable pastoral care
- enable participation in Congregational activities
- provide you with information in relation to news, events, and activities within the Congregation or the wider Church of Scotland
- provide the services of a parish church to the local community
- fulfill legal obligations
- further charitable aims, for example through fundraising activities
- maintain accounts and records (including the processing of Gift Aid applictations);
- comply with safeguarding obligations including, the protection of vulnerable groups scheme
- maintain a directory of contact details
What personal data is collected
Personal data will include only what is necessary to fulfill the purposes listed. For most members it will only include name, address and contact details supplied.
- Name
- Address
- Telephone number
- Mobile number
- Date of Birth
- Email address
- Bank details (for Gift Aid and fundraising purposes)
- Children's data (for example, but not limited to, if required for instance for Junior Church, holiday clubs or baptism)
- Role in congregation (e.g office-bearer information)
- Health-related information
- Photographs and videos (where applicable)
- Safeguarding information, including Covenant of Responsibilities
- Religious beliefs are collected by implicationof being a church member
The information source
The information is collected directly from you. Some data is collected via the Presbytery or the National Offices.
The lawful basis for the processing
The congregation processes special category (sensitive) data under UK GDPR Article 9(2)(d): "processing is carried out in the course of its legitimare activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects".
For the other processing activities, the lawful basis are:
- UK GDPR Article 6(1)(c) "processing for necessary for compliance with a legal obligation to which the controller is subject".
- Article 6(1)(f) "processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child".
- Article 6(1)(a) "the data subject has given consent to the processing of his or her personal data for one or more specific purposes". This is specific to safeguarding purposes and Sunday School and other related activities dealing with children. Consent will be sought from parents/guardians for processing a child's personal data.
Who data is shared with
Your personal information will only be shared where this is necessary for the purposes set out above. Information will not be shared with any third party out with the Church of Scotland without your consent unless your Congregation is obliged or permitted to do so by law.
The Congregation uses iKnow Church (processor) to process your personal data. There is an appropriate contract in place and data will only be processed in accordance with the instructions of the Congregation.
How long is the personal data held for
The Congegation will keep your personal information for as long as you are a member or adherent, or have regular contact with the Congregation, or for as long as the Congregation is obliged to keep it by law or may need to do so in order to respond to any questions or complaints, or to show that the Congregation treated you fairly. When the information is no longer needed it will be securely destroyed following church procedure. Further information about our retention and disposal schedule is available from the Data Protection Officer.
Individuals' rights in relation to this processing
Under data protection laws, individuals havea number of rights in relation to the processing of their personal data. These rights are as follows:
- The right to be informed - this privacy notice meets that right.
- Thje right of access - this means you have the right to have access or receives copies of personal data held by the organisation.
- The right to rectification - this means you have the right to correct incomplete or inaccurate data held about you.
- The right to erasure - this means you have the right ro have your data deleted from an organisation's records.
- The right to restrict processing - this means you have the right to restrict processing. This right is normally used with other rights, e.g. rectification.
- The right to data portibility - this means you have the right to request your data in a machine-readable format (e.g.a .csv file) and transfer this to another organisation.
- The right to object - this means you have the right to object to how your data is processed.
- Rights in relation to automated individual decision making, including profiling - the Church does not carry out this type of processing.
Not all rights apply and depends on the lawful basis as to what rights do apply.
For the processing purposes of this privacy notice, where the lawful basis is legal obligation the right to erasure, right to data portability and the right to object do not appiy. All other rights do apply. For the processingf purposes of this privacy notice when the lawful basis is legitimate interests, all rights apply except for data portability. If you wish to exercise any of your rights, please contact the Data Protection Coodinator for Ruberslaw Country Parishes Laura Millar, Session Clerk, Tel: 07707 331274, Email: lauramillar76@btinternet.com, who will process your request accordingly.
If any processing is carried out on the basis of consent it is important to note that you can withdraw your consent at any time. To do this please contact Laura Millar.