1. Our Privacy Notice (PN) tells you what to expect us to do with your personal information when you are a lay or ordained role holder in a parish or deanery, make contact with us, use our services or attend our training and events.
This notice is layered, so that you can easily select the reason or purpose we process your personal information and see what we do with it.
2. We will inform you:
- why we are able to process your information
- what purpose we are processing it for
- how long we store it for
- whether there are other recipients of your personal information
- whether we intend to transfer it to another country and
- whether we do automated decision-making or profiling
3. The Canterbury Diocesan Board of Finance (CDBF) is the controller for the personal information we process, unless otherwise stated. You may contact us:
By telephone: 01227 459401
Postal address: Diocesan House
Lady Wootton’s Green
Canterbury
CT1 1NQ
Our Data Protection Officer is Iain Blythe and our Data Protection Manager is Quentin Roper. You can contact them via email (dpo@diocant.org) or our postal address above. Please mark the envelope ‘Data Protection Officer’.
4. Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You hold an office/role in a parish or are a licensed lay or ordained minister
- You are an employee
- You have applied for a job or secondment with us
- You are discerning how you might be called to serve God
- You have made an application for grant funding for an area of mission/ministry
- You wish to attend, or have attended, an event or training
- You have registered for a video conference, webinar or live broadcast event
- You subscribe to our e-newsletters
- You have made an enquiry or complaint to us
5. We also receive personal information indirectly, in the following scenarios:
- For ordinands and those engaged in discerning a call to ordained ministry or licensed lay ministry, where we have contacted an organisation about your progress, training or placements and it gives us your personal information in its response
- An employee of the CDBF gives your contact details as an emergency contact or a referee
- A complainant refers to you in their complaint correspondence
- Whistleblowers include information about you in their reporting to us
- From public authorities, regulators or law enforcement bodies
If it is not disproportionate or prejudicial, we will contact you to let you know we are processing your personal information.
6. The CDBF complies with data protection legislation guided by the six data protection principles. In summary, they require that personal data is:
- processed fairly, lawfully and in a transparent manner
- used only for limited, specified stated purposes and not used or disclosed in any way incompatible with those purposes
- adequate, relevant, and limited to what is necessary
- accurate and, where necessary, up to date
- not kept for longer than necessary
- kept safe and secure
7. Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to know whether or not we are using or storing your personal information and may ask for copies of your personal information, verbally or in writing. There are some exemptions, which means you may not always receive all the information we process.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate, or to complete information you think is incomplete.
Your right to erasure
You have the right to ask us to delete erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to limit the way we process your information in certain circumstances, for example if you are concerned about the accuracy of the data or how it is being used.
Your right to object to processing
In certain circumstances, you have the right to object to processing, where we are using your information for our legitimate interests or for a task carried out in the public interest.
Your right to data portability
This only applies to information you have given us and is held electronically. You have the right to ask that we transfer the information to another organisation or give it to you in an accessible way.
Please use the contact details above for all requests. You are not required to pay any charge for exercising your rights. We have one month to respond to you.
8. We will not share your information with any third parties for the purposes of direct marketing.
9. We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. When it is necessary for us to transfer your personal information outside of the United Kingdom (UK) this will only be done in accordance with the UK General Data Protection Regulation.
10. In some circumstances we are legally obliged to share information; for example, under a court order or to protect the legitimate interests of children, young people and adults who may be subject to or at risk of abuse or neglect. We might also share information with regulatory bodies in order to further their, or our, objectives. In any scenario, we will take steps to satisfy ourselves that we have a lawful basis on which to share the information and document our decision making.
11. We do not provide services directly to children or proactively collect their personal information. However, we are sometimes given information about children while handling enquiries or processing information connected with the discernment process for ministry. The information in the relevant parts of this notice applies to children as well as adults.
Updated and approved 09/2024