Data Privacy Notice

The Parochial Church Councils (PCC) of the ecclesiastical parishes of Woodford Halse (St Mary the Virgin), Eydon (St Nicholas), Byfield (Holy Cross), Boddington (St John the Baptist) & Aston le Walls (St Leonard) - the 'Fiveways Benefice'


1.                   Your personal data – what is it?

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.                   Who are we?

The PCCs of the five parishes within the Fiveways Benefice are the data controllers for each parish (contact details below).  This means they each decide how your personal data is processed and for what purposes.  As a Benefice, a common policy and practice is applied across each of the five parishes.


3.         How do we process your personal data?

The PCCs of the Fiveways Benefice complies with their 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.

We subscribe to the services of ChurchDesk, church management software which allows us to fulfil all of our processing of personal data in a GDPR-compliant manner.

We use your personal data for the following purposes: -

·      to administer records of those who are engaged in the life of our parish communities;

·      to manage our employees and volunteers;

·      to administer events and activities taking place across the parish, most especially those in our five public buildings;

·      to maintain our own accounts and records (including the processing of Gift Aid applications);

·      to inform you of news, events, activities and services taking place across the Benefice;

·      to share your contact details with the (Peterborough) Diocesan Office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested.


4.         What is the legal basis for processing your personal data?

·      Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and keep you informed about diocesan events.

·      Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;

·      Processing is carried out by a not-for-profit body provided: -

o    the processing relates only to those who have regular contact with the Benefice,  in connection with those purposes); and

o    there is no disclosure to a third party without consent.


5.         Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other users and partners of the Benefice resources in order to carry out a service to others engaged with the Benefice, or for purposes connected with the church.  We will only share your data with third parties outside of the Benefice with your consent.


6.         How long do we keep your personal data?

We keep data in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website.

Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to six years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.


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: -

·         The right to request a copy of your personal data which any of the Fiveways Benefice PCCs holds about you;

·         The right to request that the PCC (or Benefice) corrects any personal data if it is found to be inaccurate or out of date; 

·         The right to request your personal data is erased where it is no longer necessary for the PCC (or Benefice) to retain such data;

·         The right to withdraw your consent to the processing at any time

·         The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

·         The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

·         The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics].

·         The right to lodge a complaint with the Information Commissioners Office.


8.         Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy 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 or complaints, please in the first instance contact the Rector (parish priest), The Revd Paul Trathen, at