PRIVACY NOTICE FOR CTKS
1.1 The CTKS is a non-profit organization address is 92 Greenfield Road, Keynsham. Bristol. BS31 1FL.
1.2 With their permission, CTKS keeps the contact details of member Church Ministers, the CTKS Executive committee, and the CTKS Council for communication purposes only. We also hold additional contact details of those who have specifically requested to be on the CTKS Council distribution list. When you provide us with this Personal Data in order to engage with us and/or benefit from our activities, we will keep a record of the data you give to us in order to enable us to comply with our statutory obligations and to achieve our objects of advancing and maintaining the religion through the operation of our church's and our other activities.
1.3 For the purpose of the General Data Protection Regulation 2016/279 (GDPR), the CTKS through its Trustees will be a Data Controller in respect of your Personal Data. In some cases, the CTKS may be a joint Data Controller of your Personal Data (e.g., where your data is shared between the Church's and another organisation for a particular purpose)]. Please be aware that our churches form part of the CTKS and are separate legal entities. Churches are not Data Controllers nor do they process Personal Data on behalf of the CTKS as a Data Processor.
1.4 Everyone has rights with regard to how their Personal Data is handled by organisations. The CTKS is committed to ensuring that Personal Data is properly and securely managed in accordance with the relevant data protection laws, and believes this is an important part of achieving trust and confidence between the CTKS and those with whom it interacts. Please read this Notice to understand how we use and protect the information that you provide to us or that we obtain or hold about you, and to understand what your rights are in relation to information that we hold. This Notice applies to information about living identifiable individuals only
2 WHAT PERSONAL DATA DO WE HOLD ABOUT YOU?
2.1 We may hold the following types of Personal Data:
2.1.1 name, address, phone number and email
2.1.2 information about your current involvement in CTKS activities and events;
3 HOW AND WHY DO WE PROCESS YOUR PERSONAL DATA?
3.1 The Personal Data which we hold about you, whether it is collected directly from you or whether we receive it from a third party, may be Processed in a number of ways, for example:
3.1.1 to communicate with you in relation to news about or activities and events taking place in the CTKS or in any church, including seeking feedback and informing you of any changes to our activities;
3.1.2 to improve our activities and the way we communicate with you including our website or the website of any parish;
3.1.3 to carry out our activities e.g., events, general pastoral and spiritual care etc
3.1.4 to process donations that you may make to us
3.1.5 to administer, support, improve and develop the administration of the CTKS's work and operations and to keep the CTKS's or any parish's accounts and records up- to-date;
3.1.6 to process applications from you, including grant applications and applications for a role within the CTKS;
3.1.7 to identify potential additional sources of fundraising such as identifying those eligible to make Gift Aid nominations;
3.1.8 for audit and statistical purposes.
3.1.9 to ensure we comply with our legal obligations (e.g., if we needed to make a claim on our insurance on your behalf)
3.2 Any information gathered through cookies and similar technologies via the CTKS website or the website of any parish, is used to measure and analyse information on visits to the website, to tailor the website to make it better for visitors and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.
4 ON WHAT GROUNDS DO WE PROCESS YOUR PERSONAL DATA?
4.1 We must have a lawful basis for Processing your information; this will vary according to the circumstances of how and why we have your information but typical examples include
4.1.1 the activities are within our legitimate interests in advancing and maintaining the Christian religion, in providing information about the activities of any CTKS church, and to raise charitable funds
4.1.2 you have given consent (which can be withdrawn at any time by contacting us using the details below) for us to process your information (e.g., to send you marketing or fundraising communications by email or SMS);
4.1.3 the Processing is necessary for compliance with a legal obligation (e.g., where we pass on information to a local authority for safeguarding or other reasons)
4.1.4 to protect your vital interests (e.g., if you were unfortunate enough to fall ill or suffer an injury during a CTKS event, then we may pass on information to the NHS for treatment purposes and to family members).
4.2 This may include: Process any Special Categories of Personal Data we must have a further lawful basis.
4.2.1 where you have given us your explicit consent to do so (e.g., to cater for your medical or dietary needs at an event);
4.2.2 where the Processing is necessary to protect your vital interests or someone else's vital interests (e.g., passing on information to the Police);
4.2.3 you have made the information public;
4.2.4 where the Processing is necessary for the establishment, exercise or defence of legal claims;
4.2.5 the processing being necessary for reasons of substantial public interest (e.g., where steps are taken to prevent fraud or other dishonest activity); provided that the legal basis is proportionate to the aim pursued and provides for suitable and specific measures to safeguard your rights, or as part of our legitimate interests as a Christian and charitable institution
5 WHO WILL WE SHARE YOUR INFORMATION WITH?
5.1 We will only use your Personal Data within the CTKS for the purposes for which it was obtained, unless you have explicitly agreed that we may share your Personal Data with another organisation or unless we are otherwise permitted or required to under the Data Protection Rules or order of a Court or other competent regulatory body or as set out in this Notice. Privacy Notice May 20185.
5.2 We may share your information with government bodies for law enforcement agencies for the prevention and detection of crime.
5.3 Sometimes the CTKS contracts with third parties whom we ask to Process Personal Data on our behalf (e.g., IT consultants, distributors of church parish newsletters and directories). We require these third parties to comply strictly with our instructions and with the GDPR.
5.4 We have in place administrative, technical and physical measures designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the Personal Data that we hold.
6 HOW LONG WILL WE KEEP YOUR INFORMATION FOR?
6.1 Your information will be kept in accordance with our Retention & Disposal of Records Policy. In any event, we will endeavour to only keep Personal Data for as long as is necessary and to delete it when it is no longer so.
7 YOUR RIGHTS
7.1 You have rights in respect of the Personal Data you provide to us. In particular
7.1.1 the right to request a copy of some or all of the Personal Data that we hold about you (including, in some cases, in a commonly used, machine readable, format so that it can be transferred to other Data Controllers). We do not make a charge for this service;
7.1.2 if we Process your Personal Data on the basis that we have your consent, the right to withdraw that consent;
7.1.3 the right to ask that any inaccuracies in your Personal Data are corrected;
7.1.4 the right to have us restrict the Processing of all or part of your Personal Data;
7.1.5 the right to ask that we delete your Personal Data where there is no compelling reason for us to continue to Process it;
7.1.6 the right to object to us Processing your Personal Data for direct marketing purposes e.g., in relation to fundraising carried out by the CTKS.
7.2 Please note that the above rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to Process your Personal Data. Also, we may need you to provide us with proof of identity for verification and data security purposes before you can exercise your rights.
7.3 Rights may only be exercised by the individual whose information is being held by the CTKS or with that individual's express permission. We do not hold any information on children.
8 CHANGES TO THIS NOTICE
8.1 We may make changes to this Notice from time to time as our organisational practices and/or applicable laws change. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if we intend to do so, we will notify you in advance wherever possible) or otherwise than is permitted by data protection laws
9 CONTACT DETAILS
9.1 If you have any questions, require further information about how we protect your Personal Data, if you wish to exercise any of the above rights or if you would like to provide feedback or make a complaint about the use of your information, please contact the above address for the CTKS
9.2 Any complaints will be dealt with in accordance with the CTKS Complaints Policy
9.3 We hope that we can satisfy any queries you may have about the way in which we Process your Personal Data. However, if you have unresolved concerns you also have the right to complain to the Information Commissioner (‘ICO’) (www.ico.org.uk).
10.1 Cookies, also known as browsers or tracking cookies, are small text files that are added to your computer when you visit a website. They help websites to perform certain functions e.g., to know who you are if you log into a restricted part of a website, for shopping carts, and for tracking purposes
10.2 The CTKS uses the following cookies: -
10.2.1 Google analytics. We use Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website for example number of visitors and length of time on site. This process does collect data, but in an anonymous form, to help us make improvements, develop the website and enhance the user experience
11 MANAGE COOKIES
11.1 Please note that you cannot opt-out of the deployment of cookies that are necessary for delivery of our website or services to visitors.
Privacy Notice November 2020
"Data Controller" means a person, organisation or body that determines the purposes for which, and the manner in which, any Personal Data is processed. A Data Controller is responsible for complying with the data protection laws including the GDPR and establishing practices and policies in line with them. "Data Processor" means any person, organisation or body that Processes personal data on behalf of and on the instruction of the CTKS. Data Processors have a duty to protect the information they process by following data protection laws.
"Data Subject" means a living individual about whom the CTKS Processes Personal Data and who can be identified from the Personal Data. A Data Subject need not be a UK national or resident. All Data Subjects have legal rights in relation to their Personal Data and the information that the CTKS holds about them.
"Personal Data" means any information relating to a living individual who can be identified from that information or in conjunction with other information which is in, or is likely to come into, the CTKS's possession. Personal Data can be factual (such as a name, address or date of birth) or it can be an opinion (e.g., a performance appraisal). It can even include a simple email address. A mere mention of someone's name in a document does not necessarily constitute Personal Data, but personal details such as someone's contact details or salary (if it enabled an individual to be identified) would fall within the definition.
"Processing" means any activity that involves use of Personal Data. It includes obtaining, recording or holding the information or carrying out any operation or set of operations on it, including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring or disclosing Personal Data to third parties.
"Special Categories of Personal Data" (previously called sensitive personal data) means information about a person’s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexuality. It also includes genetic and biometric data. Special Categories of Personal Data can only be processed under strict conditions and such processing will usually, although not always, require the explicit consent of the Data Subject.
Privacy Notice November 2020