Data Privacy Notice

The Parochial Church Council (PCC) of the University Church of St Mary the Virgin

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 Parochial Church Council of the University Church of St Mary the Virgin 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 Parochial Church Council of the University Church of St Mary the Virgin 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 a particular geographical area as specified in our constitution;
    • 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 the University Church of St Mary;
    • 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 keep you informed about diocesan events.
    • Processing is necessary for carrying out legal obligations in relation to Gift Aid or 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: -
        ◦ 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.

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 parish with your consent.

6. How long do we keep your personal data1?

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.

Specifically, we retain electoral roll 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.

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 Parochial Church Council of the University Church of St Mary the Virgin holds about you;
    • The right to request that the Parochial Church Council of the University Church of St Mary the Virgin 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 Parochial Church Council of the University Church of St Mary the Virgin 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;
    • 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; and
    • 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. Google Analytics

This website uses Google Analytics, a web analytics service provided by Google, Inc. ('Google'). Google Analytics uses 'cookies', which are text files placed on your computer, to help the website analyse how you use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

10. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator at The University Church of St Mary the Virgin, High Street, Oxford OX1 4BJ or universitychurch@ox.ac.uk

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.