Market Rasen New Life Church uses personal data about individuals for the purpose of general church administration and communication.
Market Rasen New Life Church recognises the importance of the correct and lawful treatment of personal data. All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation 2018
Market Rasen New Life Church fully endorses and adheres to the eight principles of the Data Protection Act. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. Employees and any others who obtain, handle, process, transport and store personal data for Market Rasen New Life Church must adhere to these principles.
The principles require that personal data shall:
1.Be processed fairly and lawfully and shall not be processed unless certain conditions are met.
2.Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose.
3.Be adequate, relevant and not excessive for those purposes.
4.Be accurate and where necessary, kept up to date.
5.Not be kept for longer than is necessary for that purpose.
6.Be processed in accordance with the data subject’s rights.
7.Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures.
8.Not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.
Market Rasen New Life Church will treat all personal information as private and confidential and will not disclose any data to anyone other than those whose roles require them to have access to relevant data eg. Church Leaders, Administrator, Finance Officer & overseers/co-coordinators such as Connect Group Leaders & Youth Leader. Data is used to facilitate the administration and day-to-day ministry of the church.
Market Rasen New Life Church staff and volunteers who have access to Personal Data will be made aware of their responsibilities to maintain confidentiality.
Personal information will not be passed onto any third party or other organisations.
There are four exceptional circumstances to the above permitted by law:
1.Where we are legally compelled to do so.
2.Where there is a duty to the public to disclose.
3.Where disclosure is required to protect an individual’s interest.
4.Where disclosure is made at an individual’s request or with consent.
Use of Personal Information
Market Rasen New Life Church will use personal data for the following main purposes:
1. The day-to-day administration of the church; e.g. preparation of rotas, maintaining financial records of giving for accounting & tax purposes, pastoral care calls & visits.
2. Contacting individuals to keep them informed of church activities and events.
3. Using bank details to send BACS payments.
4. Producing a church address list
5. Keeping records eg of key events baptisms & general church attendance trends and other demographics eg collated age profiles
General Policy Guidelines
Market Rasen New Life employees and volunteers have a responsibility for the way data is collected, stored and handled.
Bcc facility must be used for any large group e-mails. Cc is permissible for specified
Church groups who work together.
Strong passwords must be used and never shared with anyone. Passwords should be changed if there is any possibility of them being compromised.
Data should be regularly reviewed and updated if required. If no longer required it should be deleted.
Users of computers and other devices must ensure that unauthorised access to personal data is prevented.
Rooms and desks must be cleared of all paperwork when offices are left for the day.
All paperwork which contains sensitive data should be locked away securely.
When paper data is finished with it should be shredded.
If data is stored on removable media eg. USB, Hard drive, CD, DVD, it must be locked away when not in use. USB devices should be encrypted & password protected.
All computers containing data should be protected with a firewall and up to date security software.
Rights to Access Information
Employees and other individuals who have personal data held by Market Rasen New Life Church have the right to access any personal data that is being held in manual and electronic filing systems. This right is subject to certain exemptions: Personal Information may be withheld if the information relates to another individual.
Any person who wishes to exercise this right should make the request in writing to the Market Rasen New Life Church Data Protection Co-ordinator.
Market Rasen New Life Church aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 30 days of receipt of a written request unless there is good reason for delay. In such cases, the reason for delay will be explained in writing to the individual making the request.
Further references: www.ico.gov.uk