Little Saint Mary’s Church, Cambridge

Data Privacy Notice

The Parochial Church Council of Saint Mary the Less, Cambridge

1. Your personal data – what is it?

Personal data relate to a living individual who can be identified therefrom. Such identification may be from 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 Parochial Church Council of St Mary the Less, Cambridge (the PCC), is the data controller (contact details below). This means that it decides how your personal data can be processed and for what purposes.

3. How do we process your personal data?

The PCC complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying data 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 use your personal data for the following purposes:

  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
  • To administer membership records;
  • To raise funds and promote the interests of the charity (the PCC);
  • To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, events, activities and services running at St Mary the Less;
  • To share your contact details with the Diocesan offices so that 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 (you) so that we can keep you informed about news, events, activities and services including 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 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.

5. Sharing your personal data

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

6. How long do we keep your personal data?

We keep data in accordance with the guidance set out in the Church of England guide Keep or Bin: Care of Your Parish Records.

Specifically, we retain electoral roll data while 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 the PCC holds about you;
  • The right to request that the PCC correct any personal data that may be found to be inaccurate or out of date;
  • The right to request that your personal data be deleted when it is no longer necessary for the PCC to retain such data;
  • The right to withdraw your consent to the processing of your personal data at any time;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction be placed on further processing;
  • The right to lodge a complaint with the Information Commissioner's Office.

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 the start of such processing, and setting out the relevant purposes and processing conditions. Wherever 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 PCC Secretary or Parish Administrator at the Parish Office (01223 366202).

You can contact the Information Commissioner's Office:

  • by telephone 0303 123 1113
  • by email or live chat
  • by post at the Information Commissioner's Office
    Wycliffe House
    Water Lane
    SK9 5AF

You can also download a printable copy of the information on this page.