Your personal data – what is it?

Personal data is any information about a living individual that allows them to be identified from that data.  This could include a person’s name, email and postal addresses, land line and mobile phone number, and any photographs or videos of that individual. Identification can be by the information alone or in conjunction with other information.

The processing of personal data is governed by the General Data Protection Regulation 2016.

Who are we?

The PCC of St John’s Egham is the data controller.  This means it decides how your personal data is processed and for what purposes. 

How do we process your personal data?

The PCC of St John’s Egham complies with its obligations under the “GDPR” by

• keeping personal data up to date
• storing and destroying it securely
• not collecting or retaining excessive amounts of data
• protecting personal data from loss, misuse, unauthorised access and disclosure
• ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

• to administer membership records
• to ensure the safety of children and vulnerable adults in accordance with best safeguarding practice
• to update parish registers
• to fundraise and promote the interests of the charity to church members
• to manage our employees, volunteers and contractors
• to maintain our own accounts and records, including the processing of Gift Aid applications
• 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
• to allow church members who opt-in to keep in contact with one another via the website or other mailing lists

What is the legal basis for processing your personal data?

Processing your data:

• requires your explicit consent
• is necessary to carry out legal obligations
• is necessary for the performance of a contract with you
• is necessary to protect the vital interests of you or another person
• is necessary for the purposes of legitimate interests by the controller or a third party, except where such interests are overridden by your interests, rights or freedoms.

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 with your consent.

How long do we keep your personal data?

We keep some records permanently if we are legally required to do so.

We may keep some other records for an extended period of time, such as a minimum of 6 years for financial records.

In general, we will try to keep data only for as long as we need it.  This means we may delete it when it is no longer needed.

Your rights and your personal data

• The right to access information we hold on you
• The right to correct and update the information we hold about you
• The right to have your information erased
• The right to object to processing your data
• The right to data portability
• The right to withdraw your consent at any time
• The right to lodge a complaint with the Information Commissioner’s Office

Transfer of data abroad

Any electronic personal data transferred to countries outside of the UK and EU will only be placed on systems complying with measures giving equivalent protection either through international agreements or approved contracts.

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 necessary, we will seek your prior consent to the new processing.

Third Party Platforms

We use a range of third party providers acting a processors in order to store our data securely and provide website, social media, media, and IT and system administrative services.  These processors include:

• ChurchSuite
• ExpensePlus
• Microsoft 365 and Teams
• Mailchimp
• WhatsApp
• Social media, such as Facebook, X (formerly Twitter) and Instagram
• Parish Giving Scheme
• Eventbrite
• Give A Little
• Spond
• Stripe
• SumUp
• Take them a Meal

This website uses only cookies that are necessary for it to function properly. We do not use cookies for advertising, marketing, or analytics purposes. Some pages on this website include embedded video content from YouTube. When you view these videos, YouTube (a service provided by Google) may collect information or place cookies in accordance with its own privacy policies. We do not have access to, or control over, the information collected by YouTube. You can manage or remove cookies at any time using your web browser settings.

Our website is hosted by a third-party service provider. As part of providing a secure and reliable service, the hosting provider may collect limited technical information, such as server logs or aggregated visitor numbers. This information is used solely for operational and security purposes and does not identify individual visitors.

When you contact us using a form on this website, we collect the information you choose to provide so that we can respond to your enquiry or request. Some forms, including those relating to giving, are used to invite individuals to receive information about supporting the church financially. Where this applies, it is made clear on the form at the time the information is collected, and we will only use the information for the purposes described. Personal information provided through our forms is not shared with third parties for marketing purposes and is handled in accordance with the notices shown on the form at the point of submission.

Contact details

To exercise all relevant rights, queries or complaints please in the first instance contact St John’s Church Office, Easter Centre, Manor Farm Lane, Egham TW20 9HR

Phone 01784 605400

Email office@stjohnsegham.com

You can contact the Information Commissioner’s Office on 0303 123 1113, via live chat or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF