1. Purpose and lawful basis for processing
Your data is processed where the diocese needs to coordinate with parish officers and role holders (including clergy) in order to comply with statutory requirements, or because it is necessary for our legitimate interests or the legitimate interests of a third party (such as another organisation in the Church of England). We also process your personal data so that diocesan staff can contact you in relation to your office when necessary. Some information may be retained to ensure compliance with our legal safeguarding requirements.
2. What we need
Personal data relates to a living individual who can be identified from that data; from the information alone, or in conjunction with any other information in our possession or likely to come into our possession. Personal information which we process may include some of the following: name and address, telephone/email contact details and post history.
3. Why we need it
The CDBF uses the Personal Data of parish officers and role holders for the following broad purposes:
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- To enable us to provide a voluntary service for the benefit of the public within the Diocese of Canterbury
- To administer Parish, Deanery, Archdeaconry and Diocesan membership and governance records
- To help you carry out your duties as a parish officer effectively, such as creating awareness of the requirements and responsibilities of your office
- To be able to serve legal notices related to parish offices and contact role holders with guidance and training opportunities in relation to their office
- To manage and maintain our records and accounts
- To communicate about events run by the CDBF and services it provides
4. What we do with it
Use of Personal Data requested from role holders includes but is not limited to:
- The administration of Parish, Deanery, Diocesan and synodical records
- Carrying out Safeguarding procedures in line with the law, government guidance and national policy and guidance from the House of Bishops
- Assisting parish officers and role holders in fulfilling their role in the church including ministry, pastoral and administrative support
- To serve you with legal notices relating to your parish office e.g. PCC Secretary
- Providing services relating to church buildings, their development and maintenance, as well as parsonages and other housing/property management
- For statutory functions including synodical elections and the faculty process, or requirements of tax/charity laws
- Providing financial information for HMRC, or where processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
- Providing educational services to our church schools
- Managing our employees and volunteers
- Maintaining financial accounts and records and performing contracts
- Running events, training opportunities and activities related to your office
- Administration duties pertaining to all volunteer projects run for the benefit of the community
5. How long we keep it
Personal contacts and appointment details for parish officers and volunteer role holders, held for the purpose of Diocesan business on our Contact Management System (CMS), are retained until the individual is no longer a serving officer or role holder. This is reviewed every 3 years in line with the Deanery and Diocesan synodical cycles.
Note that retention for personal details of clergy is consistent with Church of England publications setting out best practice: the House of Bishops Clergy Personal File Policy
6. What are your rights?
Your rights are outlined on our Privacy Notice PN1.1 – Introduction
7. Do we use any data processors?
No, we do not use any data processors
8. Do we transfer data overseas?
No, we do not transfer data overseas.
August 2025