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General Privacy Notice


Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to 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.  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.

Who are we?

This Privacy Notice is provided to you by the Parochial Church Council (PCC) of St Stephen’s, Castle Hill, Ealing which is the data controller for your data.
The Church of England is made up of a number of different organisations and office-holders who work together to deliver the Church’s mission in each community.  The PCC works together with:

  1. the incumbent of the parish (that is, our vicar);
  2. the bishops of the Diocese of London; and
  3. the London Diocesan Fund, which is responsible for the financial and administrative arrangements for the Diocese of London.

As the Church 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 to the Church and 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 within the Church and a description of what data is processed and for what purpose is set out in this Privacy Notice.  This Privacy Notice is issued by the PCC 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.

What data do the data controllers listed above process? 

They will process some or all of the following where necessary to perform their tasks:

  1. Names, titles, and aliases, photographs;
  2. Contact details such as telephone numbers, addresses, and email addresses;
  3. 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;
  4. Where you make donations, or pay for activities such as use of a church hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, reference numbers;
  5. The data we process may include sensitive personal data because, as a church, the fact that we process your data at all may be suggestive of your religious beliefs.  And, where you provide this information, we may also process other categories of sensitive personal data: such as racial or ethnic origin, mental and physical health, or special needs.


How do we process your personal data?

The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.
We use your personal data for some or all of the following purposes:

  1. To enable us to meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules);
  2. 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;
  3. To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are seriously ill or bereaved)  and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
  4. To deliver the Church’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public;
  5. To administer the parish, deanery, archdeaconry and diocesan membership records;
  6. To fundraise and promote the interests of the Church ;
  7. To maintain our own accounts and records;
  8. To process a donation that you have made (including Gift Aid information);
  9. To seek your views or comments;
  10. To notify you of changes to our services, events and role holders;
  11. 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;
  12. To process a grant or application for a role;
  13. To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
  14. Our processing may also include the use of CCTV systems for the prevention and prosecution of crime.


What is the legal basis for processing your personal data?

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 organisation in the Church of England).  An example of this would be our safeguarding work to protect children and adults at risk.  We will always take into account your interests, rights and freedoms.
Some of our processing is necessary for compliance with a legal obligation.  For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns.
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 with the hire of church facilities.
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.

Sharing your personal data

Your personal data will be treated as strictly confidential.  It 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 possible that we might need to share your data with some or all of the following (but only where necessary):

  1. The appropriate bodies of the Church of England including the other data controllers;
  2. 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;
  3. Other clergy or lay persons nominated or licensed by the bishops of the Diocese of London to support the mission of the Church in our parish.  For example, our clergy are supported by our area dean and archdeacon, who may provide confidential mentoring and pastoral support.  Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions may participate in our mission in support of our regular clergy;
  4. Other persons or organisations operating within the Diocese of London including, where relevant, the London Diocesan Board for Schools and Subsidiary Bodies;
  5. On occasion, other churches with which we are carrying out joint events or activities.

How long do we keep your personal data?

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.

Your rights and your personal data 

You have the following rights with respect to your personal data:

  1. The right to access information we hold on you
  2. The right to correct and update the information we hold on you
  3. The right to have your information erased
  4. The right to object to processing of your data
  5. The right to data portability
  6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought
  7. The right to object to the processing of personal data where applicable
  8. The right to lodge a complaint with the Information Commissioner’s Office

Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.  Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

Further processing

If we wish to use your personal data for a new purpose, not covered by this 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.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on our web site: www.ststephens-ealing.org.  The date at the foot of this page indicates the date this Notice was last updated.

Contact Details

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, St Stephen’s Church, St Stephen’s Rd, Ealing, London W13 8HB
Email:   admin@ststephens-ealing.org
You can contact the Information Commissioner’s 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.

Date of Notice: May 2018