Friends of St George’s Church, Wrotham - Privacy Notice

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 Friends of St. George’s Church, Wrotham, (the FoSG) is a not for profit organisation, charity number 1077671 – of which the committee of trustees is the data controller. This means it decides how your personal data is used and for what purposes. 

3. How do we use your personal data?

• The FoSG complies with its obligations under the GDPR by keeping personal data up to date and by storing and destroying it securely.

• We collect membership information, including names, postal and email addresses, telephone numbers and financial details for the purposes of membership maintenance and renewals and making Gift Aid tax reclaims.  Also to keep members informed by various means of forthcoming fundraising events and how it is fulfilling the objects of the charity.

• Your data is held securely on the FoSG database or in paper files held securely. This information and electronic data is accessible only by the trustees and password protected.

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

• The FoSG have carried out a ‘legitimate interests assessment’ (LIA), as defined by the GDPR regulations, to provide the legal basis for using the personal data we hold:

• To maintain Membership records: we hold data you have volunteered on or since joining as a member to fulfil our contract with you.

• To comply with any legal or regulatory obligation, including the notice of the annual general meeting and activities of the charity.

5. Sharing your personal data

• Your personal data will be treated as strictly confidential and will only be used by the committee of the trustees of The Friends of St. George’s Church, Wrotham in order to carry out matters connected with the FoSG.

• We will not sell, distribute or disclose your personal information to third parties unless we have your permission or are required by law to do so. 

6. How long do we keep your personal data?

• We will keep some records permanently if we are legally required to do so.  We keep financial records for a minimum period of 7 years to support HMRC regulations.  In general, we will endeavour to keep data only for as long as we need it and then it will be deleted.

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 FoSG holds about you.

• The right to request that the FoSG 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 FoSG to retain such data.

• The right to withdraw your consent.

• The right, where there is a dispute in relation to the accuracy or use of your personal data, to request a restriction is placed on further use.

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

8. Who to Contact

• To exercise all relevant rights, queries or complaints please, in the first instance, contact The FoSG Chairman, M. Wiffen. The Old Vicarage, Borough Green Road, Wrotham, TN15 7RA.

9. Further processing

• If we wish to use your personal data for a purpose not covered by this Data Privacy Notice, we will contact you accordingly and we will seek your consent prior to the new use.

 ADDITIONAL INFORMATION

• The Guide to the General Data Protection Regulation (GDPR) can be found on the Information Commissioners Office web site https://ico.org.uk/

• You can contact the Information Commissioners Office on Tel: 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.

The Friends of St George’s Church Wrotham  January 2022