URC Thames North Trust
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
URC Thames North Trust (“the Trust”) 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 Trust 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 Trust uses personal data for the following purposes: -
4. What is the legal basis for processing your personal data?
One or more of the following bases will apply (depending on circumstances): -
In the case of processing of special categories of data (such as religious beliefs, health, etc), processing will also be based on the following grounds: -
5. Sharing personal data
Personal data will be treated as strictly confidential and will only be shared with other members of the Synod or the Trust in order to carry out a service to a church, a church member or for purposes connected with the Synod or the Trust. 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|
|Board and subcommittee members’ and officers’ contact details||Permanently for legal records, otherwise 1 year after leaving office|
|Financial records (including Gift Aid and grants)||6 years (correspondence to be weeded before archiving)|
|Employees’ (and candidates’) personnel files||6 years, unless there is an ongoing legal dispute (1 year for candidates)|
|Pension Records (money purchase)||6 years after transfer or value taken|
|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|
|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)|
|E-News subscribers’ contact details (controlled jointly with the Synod)||2 years after last contact or 3 months after notification of change|
|Enquirers’ contact details and any associated documents||Indefinitely (pending review of policy)|
|Legal contracts||Permanently, if they relate to building works|
|Contractors’ contact details and any associated information||5 years after last contact (pending review of policy)|
|Contact details for local church officers, ecumenical partners, denominational and other synod contacts, professional contractors, etc (controlled jointly with the Synod)||2 years after the last contact or 3 months after notification of change|
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 Trust Office on 020 7799 5000 (option 5) or via email firstname.lastname@example.org or at the Trust 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.
URC Thames North Trust
Simply complete the form below and we’ll aim to respond within one hour (during office hours).