Privacy policy

1. Personal data – what is it?

Personal data (i.e. personal information) 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 trustees and the leadership team of the Clockhouse are the data controllers for the Clockhouse, (subsequently referred to in this document as the “Clockhouse”). This means that they decide how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Clockhouse complies with its 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 use your personal data for the following purposes:

• To enable us to run the Clockhouse activities
• To inform you of news, events and activities that the Clockhouse is running
• To raise funds and promote the interests of the Clockhouse
• To maintain our own accounts and records
• To manage our volunteers
• To notify the Charity Commissioners of the details of Trustees as this is a statutory requirement.

We will not use your personal data for purposes other than that for which it was collected:

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

We process your personal data based on the following legal bases:

• Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about diocesan events.
• Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided that 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 Clockhouse in order to carry out a service to other Clockhouse members or for purposes connected with the Clockhouse. We will only share your data with third parties outside the Clockhouse with your consent.

6. How long do we keep your personal data?

It is the Clockhouse's policy to adhere to the GDPR requirements that personal data should be adequate, relevant and limited to what is necessary for the purposes for which they are processed.

However, the Clockhouse will take into consideration each individual document in relation to the:

• Legal and related requirements
• Current and future value of the information
• Clockhouse's need to access the information
• Costs, risks and liabilities associated with retaining the information
• Ease or difficulty of making sure it remains accurate and up to date
• Historical or statistical value of the information

In the absence of any legal requirements etc., personal data will only be retained for as long as necessary for the purpose of processing. This means data is to be securely deleted when, for example:

• the data subject has withdrawn consent to processing;
• a contract has been performed or cannot be performed anymore
• the data is no longer up to date

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 Clockhouse holds about you;
• The right to request that the Clockhouse 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 Clockhouse, 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)
• 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.
• 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 Clockhouse (email office@clockhouse.church).

You can contact the Information Commissioners 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.

10. Changes to our Privacy Notice

We keep our data privacy notice under regular review and we will place any updates on our website, www.clockhouse.church.