As an organisation operating in several provinces of the Anglican Communion, we endeavour to comply with the guidance and laws governing privacy and data in those several jurisdictions. We are committed to protecting your personal data, which we understand to be that which relates to identified or identifiable persons.
The SMMS processes all data in a transparent and lawful manner, in full compliance with the GDPR legislation and guidelines. Below you will find our policies relating to this and information about how and to whom you might raise any concerns you have.
DATA PRIVACY NOTICE
The Leadership Council, Sodality of Mary Mother of Priests
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?
SMMS Leadership Council 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 SMMS 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;
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: –
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o 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 theSMMS in order to carry out a service to other SMMS members or for purposes connected with the SMMS. We will only share your data with third parties outside of the SMMS with your consent.
6. How long do we keep your personal data?
We retain your data for as long as you are a subscribing member of SMM. Additionally we retain the information of those who are exploring our organisation for up to 2 years.
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 SMMS holds about you;
· The right to request that the SMMS 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 SMMS 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) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
· 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) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
· 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. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Clerk of SMMS [email@example.com]
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.
Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: – https://www.churchofengland.org/more/libraries-and-archives/records-management-guides