DATA PRIVACY NOTICE
The Kirk Session of Wilson Memorial Church
Portobello United Free Church of Scotland (known as Wilson Memorial Church) is a congregation of the United Free Church of Scotland, and is a designated religious charity with registration number SC008167. Wilson Memorial Church has it’s principal place of worship and congregational activities at 127 Moira Terrace, Edinburgh, EH7 6VB.
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 Kirk Session of Wilson Memorial Church is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Kirk Session of Wilson Memorial Church 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 provide a voluntary service for the benefit of the public in the Craigentinny, Portobello, and extended Edinburgh geographical areas;
• To administer membership records;
• To fundraise and promote the interests of the charity;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of news, events, activities and services running at Wilson Memorial Church;
4. What is the legal basis for processing your personal data?
• Processing is carried out by the congregation as a not-for-profit body with a religious 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.
• Obtaining your explicit consent, so that we can keep you informed about news, activities and services, process your gift aid donations, and keep you informed about events.
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.
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 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 congregation with your consent.
6. How long do we keep your personal data?
We retain membership and contact data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently. We also retain personal disclosure records from the Protection of Vulnerable Groups scheme, for as long as the individual continues to work in ministries where vulnerable persons are present.
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 Kirk Session of Wilson Memorial Church holds about you;
• The right to request that the Kirk Session 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 Kirk Session to retain such data;
• The right to withdraw your consent to the processing at any time
• 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 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 Protection 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 Session Clerk of Wilson Memorial Church.
You can contact The Information Commissioner’s Office – Scotland, 45 Melville Street, Edinburgh EH3 7HL Telephone: 0131 244 9001 Email: Scotland@ico.org.uk