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Thames North Synod of the United Reformed Church
1. Personal data
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. Data Controller
The Thames North Synod of The United Reformed Church (“the Synod”) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Synod complies with its 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.
The Synod uses personal data for the following purposes: -
4. What is the legal basis for processing your personal data?
Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: -
the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent; or
5. Sharing personal data
Personal data will be treated as strictly confidential and will only be shared with other members of the Synod in order to carry out a service to a church, a church member or for purposes connected with the Synod. We will only share your data with third parties with your consent.
6. How long do we keep data?
We retain data on the following basis:
|Record Type||Retention Period|
|Committee membership lists||Indefinitely, as part of the historic record of the synod|
|Contact details of committee members, volunteers and officers||24 months after the last contact|
|Personal data relating to events for which additional information is gathered e.g. residential events||Disposed of immediately after the event unless anything has occurred (e.g. an accident) which indicates that records should be retained for a longer period.|
|Records of attendance of children/young people and helpers||Indefinitely for safeguarding purposes|
|Photographs and videos of events||24 months after the event – selected items retained for historical records|
|Safeguarding matters||Indefinitely or until advised otherwise by authorities|
|Accident Books||3 years from the date of the last entry (or, if the accident involves a child/young adult, then until that person reaches the age of 21)|
|Complaints (non-safeguarding)||3 years after resolution of complaint (unless further action is anticipated)|
|Employee Records||6 years after the date of termination of employment|
|Pension Records (money purchase)||6 years after transfer or value taken|
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: -
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. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Synod Office on 020 7799 5000 (option 1) or via email firstname.lastname@example.org or at the Synod Office, St. Paul’s URC, Newton Road, London, W2 5LS.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/cont... or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Thames North Synod of The United Reformed Church May 2018
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