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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 UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (the DPA 2018).

Who we are

The Diocese of Southwell and Nottingham is the data controller. This means it decides how your personal data is processed and for what purposes.

Cookies

Every time you visit our website, it sends us a cookie. This is a text file that tells us about your visit. The information is all anonymous, so we’re told about your computer, not you. And when the data comes to us it’s bulked together with information from all the other visitors to our site. Cookies tell us, for example, about traffic data, location data, device information, the date and time people visit and the pages they visit.

Most major websites use cookies. You can find out more at http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.

To make the most of our website you should leave cookies turned on, otherwise you might not be able to see all of our site.

Cookies help us:

  • customise what you see when you visit our site, and help us understand what would interest you
  • process any requests, applications or transactions
  • do our internal administration and analysis

This site may utilise (but is not limited to): Cookies for social media, language translation, payment portals (even if the item is free), subscriptions, form submissions, and interactive maps. Our sites also use analytic cookies to provide you with better content, and cookies to monitor the smooth running of the site.

Cookie Control is the widget on this site that enables you to make choices about cookies (it’s the same one that the ICO use). Any cookie they use is used to remember your choice about cookies on this site, and if you have previously indicated a preference it will be stored in this cookie.

You can change your cookie preferences at any time by clicking on the ‘C’ icon. You can then adjust the available sliders to ‘On’ or ‘Off’. You may need to refresh your page for your settings to take effect.

Session cookies remember your activities on a website, and they last for a session. A session starts when you launch a website or web app and ends when you leave the website or close your browser window). They contain information which is deleted after the session ends. Unlike other cookies, session cookies are never stored on your device, so they are also known as transient cookies, non-persistent cookies, or temporary cookies.

UserWay Accessibility tool (found in the bottom right corner on all pages)

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They said “In regards to cookies, we don’t store any personal data, the widget only saves the session information from the user’s preferences e.g. A blind person who had the screen reader active. Someone with visual issues who set the font to be bigger.”

PHPSESSID
The PHPSESSID cookie is native to PHP and enables websites to provide functions across pages. It is used to establish a user session and to pass state data via a temporary cookie, which is commonly referred to as a session cookie (expires when you close your browser). (source)

wordpress_sec_ Is to provide protect against hackers and store account details (source)

WooCommerce: Cookies from WooCommece such as woocommerce_cart_hash and woocommerce_items_in_cart are linked to the items in your basket, so removing/declining them means that any purchases (free or paid) may not get to the checkout.

pmpro_visit Cookies from pmpro are linked to your membership to this site.

_grecaptcha to provide spam protection (source)

The diocese also uses companies like Google Analytics which use cookies.

You can opt out of Google’s tracking cookies any time you want. Google uses cookies to match adverts with your preferences so they’re more relevant to you. If you don’t want to see adverts from us based on that information, you can use Google’s Ad Personalisation Tool.

All information we get through Google’s cookies is anonymous, it just helps us understand how people use our website and app and which pages are more popular. If you don’t want Google to include you in this information, you can install the Google Analytics Opt Out Tool.

You can also visit the Digital Advertising Alliance website to personalise your advertising preferences.

As some of these services may be based outside of the UK and the European Union, they might not fall under the jurisdiction of UK courts. If you’re worried about that, you can change your cookie settings (see above). Or for more information, visit https://ico.org.uk/

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How do we process your personal data?

We collect non-personal data such as IP addresses, details of pages visited and files downloaded.

The Diocese of Southwell and Nottingham complies with its obligations under the “UK GDPR” and “DPA 2018” 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 within the Diocese of Southwell and Nottingham;
  • To administer records of: –
    • Clergy;
    • Lay Readers;
    • Pastoral Assistants
    • Pioneers
    • DCC & PCC Officers
    • Eucharistic Ministers (who are authorised to assist with the Chalice at Holy Communion)
    • General, Diocesan & Deanery Synod members
    • Cathedral, DBF and DBE Committees
  • Processing for the purposes of elections under the Church Representation Rules and the Election Rules of the three Houses of the General Synod
  • To fundraise and promote the interests of the Diocese;
  • 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 either within the Diocese of Southwell and Nottingham or further afield through: –
    • Mailings (by email &/or hard copy)
    • Email Communications (Weekly Update / Learning Hub updates) (a subscription email service from which you can unsubscribe at any time)

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed, in line with our approach to data retention. We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 6 years to support audits from external bodies.

What rights you have over your data

Unless subject to an exemption under the “UK GDPR” and “DPA 2018”, you have the following rights with respect to your personal data: –

  • The right to request a copy of your personal data which the Diocese of Southwell and Nottingham holds about you;
  • The right to request that the Diocese of Southwell and Nottingham 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 Diocese of Southwell and Nottingham 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, (where applicable);
  • The right to lodge a complaint with the Information Commissioners Office.

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 your gift aid donations and keep you informed about diocesan events.  Where we require consent to use your information we will make it clear when we ask for consent and explain how to go about withdrawing your consent:
  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
  • Vital interest – for example where we need to process your information to protect someone’s life in an emergency
  • Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
    • 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 except as set out set out in this policy

Where we send your data

Your personal data will be treated as strictly confidential and will only be shared within the Diocese of Southwell and Nottingham, in order to carry out a service to other church members or for purposes connected with the Diocese, and certain third parties outside of the Diocese. Specially data is shared through the diocesan database and online faculty system, as set out in Annex A.

We do not transfer your personal data outside the European Economic Area (EEA) save that we occasionally use certain third party communications and marketing platforms   To ensure that we do not transfer data outside the EU without safeguards being in place that are compliant with the UK GDPR, DPA 2018 or the EU GDPR

Visitor comments may be checked through an automated spam detection service.

Security

We are committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, we have put appropriate technical and organisations measures in place to safeguard your information. The diocese of Southwell and Nottingham assure this by complying with relevant security best practice standards.

If a data breach does occur, we will do everything in our power to limit the damage and comply with the Information Commissioner’s guidance. In the case of a high-risk data breach, and depending on the circumstances, we will inform you about the remedial actions to prevent any further damage. We will also inform the Information Commissioner’s Office of qualifying data breaches.

The procedures and related standards we apply include limiting access to data on a need to know basis and regularly testing and auditing our security practices and technologies.

Employees and temporary workers are required to follow policies and procedures and complete mandatory training to understand data protection and information security.

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.

Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Data Protection Officer at the below address dpo@southwell.anglican.org Alternatively, 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.

FOR FULL PRIVACY POLICY FOR THE DIOCESE OF SOUTHWELL AND NOTTINGHAM, PLEASE CLICK HERE.