Benefice of Ringwood with Ellingham and Harbridge and St Leonards and St Ives

Parochial Church Council of Ringwood

Parochial Church Council of St Leonards and St Ives





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 PCCs of Ringwood and St Leonards and St Ives are the data controllers (contact details below).  They are the members of the Benefice of Ringwood with Ellingham and Harbridge and St Leonards and St Ives, (referred to in this notice as “the Benefice”.)   The Vicar is also a data controller in his own right, and this Notice also applies to him. This means they decide how your personal data is processed and for what purposes.  Some functions are centralized in the Benefice office located in Ringwood.

3. How do we process your personal data?

The Vicar and PCCs comply with their 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. Data is held and processed by our “ChurchDesk” church management system.  Individuals also hold the information they need to perform tasks they do for the church.

The Vicar and PCCs use your personal data for the following purposes: -

·                     To provide pastoral care to parishioners

·                     To enable the provision of a voluntary service for the benefit of the public in Ringwood Benefice.

·                     To administer membership records;

·                     To fundraise and promote the interests of the parishes in the Benefice;

·                     To manage our employees and volunteers;

·                     To maintain our own accounts and records (including the processing of gift aid and Parish Giving                              Scheme applications);

  • To inform you of news, events, activities and services running in the Benefice;
  • To manage the use of church facilities by hirers.
  • If your role requires it, to share your contact details with the Diocesan office so 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 so that we can keep you informed about news, events, activities and services and process Gift Aid and Parish Giving Scheme donations and keep you informed about church events.

·         Processing is necessary for carrying out obligations 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: -

o   the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

o   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 and those who work with us 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 of the Benefice with your consent.

6. How long do we keep your personal data[1]?
We keep data in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website [see footnote for link].

Specifically, we retain electoral roll data while it is still current; gift aid and Parish Giving Scheme declarations and associated paperwork for up to 6 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 Vicar and PCCs of the Benefice hold about you;

·         The right to request that the PCCs of the Benefice correct 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 PCCs of the Benefice 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), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

·         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, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

·         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 Administrator & Communications Officer at The Benefice Office, Church of St Peter and St Paul.
Market Place, Ringwood, BH24 1AW Tel 01425 489898 for Ringwood, or the Administrator at Church Office, All Saints Church Centre Ringwood Road Service Road, St Ives, BH24 2NQ  Tel 01425 461512.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

[1] Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: -