Privacy Notice

The Friends of Melbourne Parish Church (The Friends)


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 Friends of Melbourne Parish 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 Friends of Melbourne Parish 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 act as a charitable institution as specified in our constitution;
• to administer membership records;
• to fundraise and promote the interests of the charity;
• to maintain our own accounts and records (including the processing of Gift Aid applications); and
• to inform you of news, events, activities and services run by The Friends.

5. What personal data do we hold?
Title, name, postal and email addresses, type of membership, method of payment, membership renewal dates, telephone numbers (in some cases), and Gift Aid eligibility.

6. What is the legal basis for processing your personal data?
• Explicit consent of the data subject (i.e. you) so that we can keep you informed about Friends’ news, events and activities.
• Processing of the data is necessary to carry out our legal obligations in relation to Gift Aid.
• Processing of the data relates only to members or former members.
• There is no disclosure to a third party without consent.

7. Sharing your personal data
Your personal data will be treated as strictly confidential. We will only share your data with third parties with your prior consent (and, at present, we can foresee no circumstances under which such sharing would be necessary).

8. How long do we keep your personal data ?
We will 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 [see footnote for link].

Specifically, we retain membership data while it is still current; and Gift Aid declarations and associated paperwork for a minimum of 6 years, unless the data subject requests no more than 6 years.

9. 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 Friends hold about you.
• The right to request that The Friends correct 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 Friends 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.
• The right to lodge a complaint with the Information Commissioners Office.

10. 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.

11. Keeping up to date records
In light of the above, we would be grateful, if you could inform us of any changes required to your details so that we can keep our records up to date.

12. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact Gordon Hughes (27 Pack Horse Road, Melbourne, DE73 8EG;

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

The Friends of Melbourne Parish Church PCC is a Registered Charity, No 1104024