Mathern

THE PAROCHIAL CHURCH COUNCIL OF ST. TEWDRIC’S CHURCH, MATHERN

DATA PRIVACY POLICY

As required under legislation by the General Data Protection Regulations of May 2018, this document sets out the policy of Mathern Parochial Church Council (PCC) regarding data held.  Each section answers the following questions:

  1. On whom is data held?
  2. Why is it held?
  3. By whom is it held?
  4. For how long is it held?
  5. With whom is it shared?
  6. What security controls are in place?

Questions are answered under the following headings:

  • A. Electoral Roll
  • B. Gift Aid, Covenanting and other planned giving
  • C. Sidesmen & Readers
  • D. Parish Registers ~ Baptisms, Marriages & Funerals

A. ELECTORAL ROLL

  1. Data is held on all who have applied for their names to be entered on the Electoral Roll of St. Tewdric’s Church.
  2. The Constitution of the Church in Wales requires the PCC to compile an Electoral Roll which is revised annually and renewed every five years. Inclusion on this Electoral Roll qualifies parishioners to vote and hold office within the Church in Wales. Applicants are required to complete and sign a form prescribed by the Church in Wales which asks for name, address and contact details. By signing, the applicant agrees to accept and be bound by the Constitution of the Church in Wales. The information given by the applicant on the form is held as data and is used to compile the Electoral Roll which the Constitution of the Church in Wales requires to be displayed near the principal door of the church at prescribed times and durations (for two weeks prior to the Annual Vestry meeting, at which the revised Roll is presented, and for two weeks thereafter). The published Electoral Roll includes only the full name and village/town/city of residence of each applicant. Other information provided by an applicant such as postal address, email and telephone number is held as data and is used only should a query arise regarding the application for inclusion on the Electoral Roll and is not used or shared for any other purpose.
  3. Data is held by the PCC Clerk, on behalf of the PCC.
  4. Data is held until the compilation of a new Electoral Roll, a maximum of five years.
  5. Data is not shared with any third party.
  6. Paper application forms are shredded and disposed of safely as soon as details are transferred to the database, which is stored on a desk-top computer in a password-protected file. The published Electoral Roll, when not on public display for the statutory four weeks either side of the Annual Vestry, is locked in the church safe but is available for inspection on request.

B. GIFT AID, COVENANTING AND OTHER PLANNED GIVING

  1. Data is held on those who donate by Gift Aid envelope, Covenant (Direct Debit, Standing Order) or any other means by which money is regularly      deposited into the Bank Account of St. Tewdric’s Church.
  2. Data is held for the purpose of maintaining accurate financial records and to facilitate contact with the Donor, should a query arise.
  3. Data is held by the Honorary Treasurer on behalf of the PCC.
  4. Gift Aid declarations and associated paperwork are retained for up to six years after the calendar year to which they relate, as required by HMRC.  Other data is held until the Donor terminates the donation.
  5. Data is not shared with any third party other than HMRC, to whom only the requisite details are given.
  6. Gift Aid envelopes are stored in a locked steel cabinet. Other data is stored in a password-protected file.

C. SIDESMEN & READERS

  1. Data is held on all who have volunteered to undertake the duty of Sidesman or Reader at Sunday morning service.
  2. Data is held for the purpose of producing a rota for Sunday Services.
  3. Data is held by the PCC Clerk on behalf of the PCC.
  4. Data is held until the volunteer withdraws from duty.
  5. Data is not shared with any third party.
  6. Data is stored on a desk-top computer in a password-protected file.

D. PARISH REGISTERS ~ BAPTISMS, MARRIAGES & FUNERALS

  • These are required by Church and State Law. There is no limit to their retention  and no challenge to their content.  They are secured in the church safe until required.  They may be inspected upon request.