Data Privacy Notice

Data Controller

The data controller is: The PCC of St John the Evangelist

The Data Controller, Saint John the Evangelist (contact form link)
St John's Church,
Clareville Rd,
Caterham,
CR3 6LA

Date of publication: June 2025

1. Why we collect and use your personal data?

We use personal data for the following purposes

  • Name and contact details - To inform you of news and information about events, activities, initiatives, and services within the PCC of St John the Evangelist, Caterham Valley, Tandridge Deanery and Southwark Diocese.
  • To include your details in the Church Directory.

2. The categories of personal data we collect are

  • Name and contact details.
  • Visual images (photographs, video, live streaming).
  • Financial identifiers for donations and payments.
  • Demographic information where relevant to our mission and purpose.
  • We also process ‘special’ categories of information that may include: (ethnic origin; religion and health status, judicial records if appropriate).

3. The lawful basis for processing your personal data

  • Consent – we will obtain your consent to send you information about church events or newsletters.
  • Legitimate Activity – we collect and process this data as part of our legitimate activities and a not-for-profit body and includes
    • Information about officers of the Church and where needed shared with a third party in the Church of England.
    • Safeguarding work to protect children and adults at risk.
    • Data necessary for the performance of a contract.
  • Legal obligation -some of our data is necessary for compliance purposes.
    • we are required by law to collect and process data for weddings, funerals, baptism and other occasional offices.
    • we are required by the Church Representation Rules to administer and publish the electoral roll.

4.  Where we collected your data from

  • The Individual.
  • The Diocese of Southwark.
  • Funeral director.
  • Parish Giving Scheme.

5. Sharing personal data

Your personal data will be treated as strictly confidential and will only be shared with the PCC of St John the Evangelist, Caterham Valley and/or your local diocesan office, and with other third parties where it is necessary for the performance of our tasks or where you give your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):

  • The appropriate bodies of the Church of England including the other data controllers.
  • Our agents, servants and contractors.
  • Other clergy or lay persons nominated or licensed by the bishops of the Diocese of Southwark to support the mission of the Church in our parish.  For example, our clergy are supported by our area dean and archdeacon, who may provide confidential mentoring and pastoral support.  Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions may participate in our mission in support of our regular clergy.
  • Other persons or organisations operating within the Diocese of Southwark including, where relevant, the Southwark Diocesan Board of Education, Southwark Cathedral and Subsidiary Bodies.
  • There may be other legal entities we share data with within the Church of England who are also data controllers.
  • On occasion, other churches with which we are carrying out joint events or activities.

5. How long do we keep data?

We keep data in accordance with the guidance set out in the guide “Keep or Bin: The Care of Your Parish Records”.

See also Records management guides | The Church of England.

6. Your rights and your personal data

Unless subject to an exemption under the UK GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which St John the Evangelist, Caterham Valley holds about you (a Subject Access Request or ‘SAR’).
  • The right to request that the PCC 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 PCC of St John the Evangelist, Caterham Valley to retain such data.
  • The right to withdraw your consent to the processing at any time where we have obtained your consent.
  • The right to request that the data controller provide you with your personal data in a structured, commonly used and machine-readable format. Also, to transmit that data directly to another data controller (in limited circumstances).
  • 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 (in limited circumstances).
  • The right to lodge a complaint with the Information Commissioners Office.

7. Concerns and/or complaints?

To exercise all relevant rights, or for queries or complaints please in the first instance contact the Data Controllers representative.

You can contact the Information Commissioners Office via the main helpline (0303 123 1113) and .ico website.

To make a complaint use the Data protection and personal information complaints tool | ICO.

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