
Privacy Policy for the Whitewater Benefice
This privacy policy is issued by the PCC of Hook, and covers the use of iKnow Church (https://wwbenefice.myiknowchurch.co.uk/) and the Whitewater Benefice website (https://www.whitewaterchurches.co.uk/). Both iKnow Church and the Whitewater Benefice website are implemented by the PCC of Hook on behalf of the PCC of Hook and PCC of HMR. A paper copy is available from the Whitewater Benefice Office by request. We are committed to protecting your privacy. We aim to ensure that all information you give us is held securely and is only used in a manner you have consented to or would expect. 1 UK GDPRThe UK General Data Protection Regulation (“UK GDPR”) governs how we process any personal data. Personal data is any information which can be used to identify a living individual. Identification can be by the information alone or in conjunction with any other information held. UK GDPR covers the details we keep – the information you have given us and for what purpose, for how long we keep it and how we remove it. It may also result in having to give permission to use data for a specific purpose. A data controller is the person or organisation who determines the purpose for which, and the way, any personal data is processed. The data controller is responsible for establishing practices and policies in line with the regulations. The Whitewater Benefice data controllers are the PCC of Hook, the PCC of Heckfield with Mattingley and Rotherwick (HMR) and the Rector. The data controllers decide how your data is processed and for what purposes. Please contact the Whitewater Benefice Office to:
To exercise all relevant rights, queries or complaints please in the first instance contact the Whitewater Benefice Office, London Road, Hook, RG27 9EG. Telephone 01256 760169. Email office@whitewaterchurches.co.uk 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. 1.1 What data do we collect about you?Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Some of this data may be personal data or special category data which can be used to identify you. Examples of personal data include, but are not limited to, your name, address, email address and telephone number, etc. Some of this information may be considered to come within the definition of Special Categories of Personal Data – this includes for example religious beliefs, or details about your health or special needs. We may also collect, use and share Aggregated Data such as your usage data. Aggregated Data may be derived from your personal data but is not considered personal data at law as the data does not directly or indirectly reveal your identity. For example, we may aggregate data to count the number of people attending a Sunday service (counting those in church and those on Zoom), or to count the number of visitors to our website. We will only collect and record data which is relevant to the purpose for which you have given it. 1.2 How do we collect your data?We may collect data from you when you interact with the Whitewater Benefice. Your data may be collected through direct interaction:
We may also collect data indirectly such as technical data when you interact with our website. 1.3 How do we process your personal data?The Whitewater Benefice complies with its obligations under UK 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: -
In addition:
1.4 What is the legal basis for processing your personal data?Under UK GDPR we need to identify a lawful basis to process your data, this can be any one of the following and will depend upon the reason we need to collect your data: (a) Consent: this is so that we can: keep you informed about news, events, activities and services; process your gift aid donations; keep you informed about diocesan events which might interest you; for those who volunteer, to allow contact by activity leaders; (b) Contract: the processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement; (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations). (d) Vital interests: the processing is necessary to protect someone’s life. (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. (f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.There is no disclosure to a third party without consent. 1.5 Your rights and your personal dataUnless subject to an exemption under UK GDPR, you have the following rights with respect to your personal data:
2 About our use of your data2.1 How do we store your data?We take the security of your data very seriously. Your data may be stored in a number of ways:
2.2 Sharing your data2.2.1 Internal third partiesWe may share a subset of your data with other members of the Whitewater Benefice in order to facilitate the administration of the Whitewater Benefice, this may include ministers, administrative staff, and church officers. Anyone with access to any personal data will have signed up to a code of conduct to ensure they are aware of their obligations to your data. Any members who do require copies of a subset of data, will ensure any data is appropriately protected, and any of your personal data is held ONLY for as long as required for that specific purpose. Additionally, our treasurer, will use a subset of your data, and uses Donations Co-ordinator & Finance Co-ordinator (from Data Developments) to manage finances and to managing the Gift Aid donations (which will also share data with HMRC in order to claim back gift aid). 2.2.2 External third partiesWe will avoid sharing your data unless there is a reasonable reason for doing so. There may be occasions where your data may need to be shared, but we will tell you about it.In practice, the only organisation that we might share your data with are:
2.3 How long do we hold your data?A core principle of UK GDPR legislation is that we only keep data for as long as it is needed for its original purpose, and will be determined by the information we are holding. We 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 https://www.churchofengland.org/more/libraries-and-archives/records-management-guides) Your personal data will be stored during the period of our active relationship (which is reviewed annually). Once we no longer require your data or if you request that we delete your data, we will take all reasonable steps to destroy it or erase it from our systems. However, there may be statutory reasons e.g. Gift Aid declarations and associated paperwork needs to be retained for up to 6 years after the calendar year to which they relate; or other reasons beyond our control for storing data beyond our active relationship, e.g. Parish registers (baptisms, marriages, funerals) and data related to safeguarding of children or vulnerable adults is held permanently. 2.4 iKnow Church (https://wwbenefice.myiknowchurch.co.uk)We use an online computerised administration system which is designed to help us administer the Whitewater Benefice and help provide all elements of pastoral care to our members and the community. Members of the Whitewater Benefice may be provided with access to a user account, which they can use to provide us with information (including personal information), update preferences etc. Some members may have additional responsibilities based on their roles which will enable them to manage tasks and specific user data required for that task. If you are not a member of the Whitewater Benefice, but you interact with us e.g. you may use our facilities or you may be getting married in one of our churches, you can have a visitor account in iKnow Church, this will enable you to view (and update) your contact information (and to see the information we hold about you). The iKnow Church computerised administration system should bring benefits to everyone as we can stay in touch with you much more easily and you can provide us with information in a quick and efficient way. If you want more information about iKnow Church please email us at iknowsupport@whitewaterchurches.co.uk The iKnow Church Privacy Policy is available here: https://iknowchurch.co.uk/privacy-policy If you have an account with iKnow Church and would like us to delete your account from iKnow Church please email us at iknowsupport@whitewaterchurches.co.uk 2.4.1 Information about childrenWhilst information relating to children is not considered to be special category information, it is information that is given specific protection. Where the child is under the age of 13 we will always ask for the consent of parents before allowing the child to set up an account in iKnow Church and ensure that the parent is able to access and administer the account. We may keep attendance detail or a register of children at events we hold. This may also include emergency contact details for a parent or carer. 2.4.2 Special category informationSpecial category information is personal data which is more sensitive, this includes data revealing your religious beliefs, health or sexuality. We will ensure any handling by us is lawful, fair and transparent and you are aware of what special category information and for what reason we are processing that data. 2.5 Whitewater Benefice Website (https://www.whitewaterchurches.co.uk)Our website is implemented via Church Edit (Edit Websites Ltd). We include on the website, contact details (including those for safeguarding), details of events, photographs etc, and whilst we aim to have permission there may be times when this is either not possible or consent has been rescinded. If you want any content (including contact details or photographs) removed or updated please email us at webmaster@whitewaterchurches.co.uk The Church Edit Privacy Policy is here: https://www.churchedit.co.uk/about/privacy-notice Our website may, from time to time contain links to third party websites, applications, and plugins. Clicking on those links may allow third parties to collect or share data about you. We do not control any of these third party websites/applications and are not responsible for their privacy policy. When you leave our website, we encourage you to pay attention to any privacy notices on any websites you visit. 2.5.1 Website Privacy & SecurityIf you use adblockers or security extensions in your browser, you may want to modify your settings to turn off those features for:
Generally you can either disable the extension for specific sites, or you will need to add the sites above to the list of disabled or 'white listed' sites. We will not knowingly link to sites which contain advertising or other features which should be blocked. 2.6 CookiesLike many websites, cookies are used both on iKnow Church and on the Whitewater Benefice website, to enhance your user experience by retaining your personal settings and collecting anonymous traffic data. To find out how to delete cookies or adjust their settings please visit https://www.allaboutcookies.org/ 2.7 Email Privacy2.7.1 MailchimpWe are using a software package called Mailchimp for creation, sending and tracking of email newsletters. You can view the Mailchimp privacy policy at http://mailchimp.com/legal/privacy/. Mailchimp will collect your email address and optionally other information, but will not pass on or sell your details to anyone else. 2.7.2 Zoho MailWe are using a software package called Zoho Mail to host the Whitewater Benefice email addresses, which take the form 2.7.3 Use of your email addressAny email address you supply as part of a registration for our web site, as input to a form on our website, when using iKnow Church or when signing up for us to send you emails, will only be used for emails as appropriate from the Whitewater Benefice. 2.7.4 Emails to usIf you chose to send us information via email, we cannot guarantee the security of this information until it is delivered to us. If you need to send information securely via email please contact iknowsupport@whitewaterchurches.co.uk and we can give you guidance on how this can be achieved. 2.7.5 Emails from usEmails from the Whitewater Benefice will be sent from If you are not getting emails from us, for example if you have subscribed to our email weekly notices and you do not get an email from us, please check your junk email folder. You may want to add our email addresses to either your safe senders list or to your contacts, to ensure you get future emails from us. If you are using an email client which supports vCards or vcf files, you can click on the attachment in the confirmation email to add our email address into your contacts. 2.7.6 Removal of your email addressYou can unsubscribe from any email sent from Mailchimp. You can also email us at webmaster@whitewaterchurches.co.uk and we will remove all your details, including your email address from Mailchimp and additionally if requested remove your details from iKnow Church. 2.8 Data Processing and third partiesAs part of our church administration work, it may be necessary to use third party applications. There may be times when this requires your data to be held by a third party and would be impacted by the third party’s data policy. We do screen any third party applications on your behalf for security and privacy, and if that third party application is holding your data, we will endeavour to ensure you are made aware. When we introduce a new application we may need to ensure we have a Data Processing Agreement with those suppliers. A list of the current third parties is given in section 2.2.8 3. General3.1 Changes to this Privacy PolicyWe may make changes to this Policy from time to time. This Policy was last reviewed & updated March 2022. 3.2 No GuaranteesWhile this Privacy Policy states our standards for maintenance and non-disclosure of your Data and we will make efforts to meet them, there may be factors beyond our control that may result in disclosure of your data. As a consequence, we disclaim any warranties or representations relating to maintenance or non-disclosure of your Data. 3.3 QuestionsIf you have any questions about this policy or our websites please feel free to email us. For help & support with iKnow (https://wwbenefice.myiknowchurch.co.uk/) email: iknowsupport@whitewaterchurches.co.uk For help with respect to our website (https://www.whitewaterchurches.co.uk/) email: webmaster@whitewaterchurches.co.uk or email the office: office@whitewaterchurches.co.uk |