CTAL understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our partners and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Churches Together in All Lincolnshire. Office Six, 72a Newark Road, Lincoln, LN5 8PY Email address: firstname.lastname@example.org We are regulated by Charity Commission for England and Wales. Charity Registered in England and Wales No. 1173828
2. What Does This Notice Cover?
This Privacy Information explains how use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
The right to access the personal data we hold about you. Part 10 will tell you how to do this.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more. The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask we for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. NOTE : we do not use your personal data in this way
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What Personal Data Do You Collect?
We may collect some or all of the following personal data (What we hold about any individual will vary according to your relationship with us):
Contact Details : in many cases we hold only your name and email address. However, in certain circumstances we may also hold your postal address and telephone number.
Most of our contacts are ministers or leaders of churches or contacts for churches. In this event we may also hold your profession (e.g. minister of religion) and may hold your religious affiliation (e.g. Christian / Anglican) which the Data Protection legislation defines as sensitive data.
If you have made payments to us (for example to attend an event) we may hold certain financial details which were conveyed to us with that payment. If you have given us a donation by Gift Aid we will also keep a record of the data you supplied for this purpose.
If you have agreed to become a volunteer Emergency Faith Responder, we may hold information about your health or fitness (which the Data Protection legislation defines as sensitive data) which you have supplied to us because it affects your ability to engage as an Emergency Faith Responder.
A limited amount of data is kept within our accounting system in relation to financial transactions we may have had with you.
Incidental mentions of your name may be included in our Minutes of Trustees meetings and other meetings if you have been engaged in discussion with us about matters of joint interest.T hese mentions may contain information you have supplied or records of your expressed views.
We will hold data concerning our employees, relating to their tax status, and in certain circumstances their health and family circumstances as required to fulfil our responsibilities as employers.
The majority of your personal data is obtained from yourself directly, but we also use :
Information from directories published by our member denominations – either online or printed In certain circumstances from the denominations directly by post, email or phone
From your church website, or from websites of denominational national, regional, or local bodies.
Note that the majority of the information we hold about you is already held in the public domain in sources such as those described above.
In many cases, the contact details we hold for you may be those relating to your profession – e.g. as a church minister. Where we hold both this and, for example, your personal address or email address, we will always endeavour to use the details relating to your profession in preference to purely personal contacts unless you request otherwise.
6. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Note that the GDPR defines these reasons very closely and we are careful to comply with them in detail.
Your personal data may be used for one of the following purposes:
Providing you with information about ecumenism within Lincolnshire, and the activities of CTAL, and opportunities for shared worship, learning, discussion, prayer and service. Advising you of statements which our member denominations may have agreed to make jointly.
Providing you with information about CTAL projects in which you have engaged (e.g. MSM or Emergency Faith Responders) or may wish to become engaged.
Inviting you to events organised by CTAL for the benefit of all the churches in Lincolnshire (e.g. training events or courses)
Advising you of available resources which you can order from us or obtain elsewhere.
Providing employment services and benefits to our employees.
Certain messages concerning CTAL events and resources may be considered marketing under GDPR. We will only send you messages of this nature with your consent and as permitted by law. This applies to messages by post, email, text, telephone or any other means.
We will not send you unlawful messages or spam. We will always work to protect your rights. and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
7. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
Data concerning church ministers, leaders or contact will be removed within one month of our being advised that you have left that role.
Data concerning Emergency Faith Responders will be removed within one month or our being advised that you no longer wish to be an EFR.
Names and email addresses of those who undertake MSI, MSM or other training courses will be kept for 10 years following the conclusion of the course, so that if required we can verify that you did undertake the course and that we can monitor how the course affected your future ministry. Other details will be retained for 1 year following the conclusion of the course.
Data which is included in our accounts will be kept for 7 financial years following the transaction taking place, or as required by legislation affecting our accounts.
Incidental and limited mentions in records (e.g. is committee minutes) may be kept for up to 20 years.
Employment records are kept for the time required by law.
Note that we are required by other areas of law to keep financial records, records of Trustees Meetings and certain other records for specified amounts of time. These requirements will often outweigh the requirements of GDPR.
8. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.
The security of your personal data is essential to us and to protect your data, we take a number of important measures, including the following:
All data held in digital or electronic form is encrypted and protected by a firewall and passwords.
Wherever data is held by data processing programmes (Microsoft, Quickbooks etc.) we ensure that they have the relevant high levels of data security. Paper records are kept in locked storage compartments.
Records are not left on view unnecessarily and not left on view when unattended.
When papers containing personal data are no longer needed they are efficiently and promptly shredded using a high-quality cross-cut shredder.
Note that CTAL has in place more detailed policies on how personal data in our possession is used, namely: The Data Protection Policy, The Data Security Policy, The IT Security Policy and The Data Retention Policy. These are primarily for the guidance of our staff who manage and process data.
9. Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to two important exceptions.
We are required by law to share certain information about our employees and donors giving by Gift Aid with HMRC and our pensions provider.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
To reiterate : we never ‘buy’ data and we never in any circumstances sell, loan or give personal data to any organisation or individual unless absolutely required by law.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available on request for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within three weeks of receiving it.
Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (For the attention of The Data Controller):