St Mary's Radcliffe on Trent

Sharing God's Love


Benefice of Radcliffe on Trent and Shelford

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 2016/679 (the “GDPR”) and the Data Protection Act 2018, (the “DPA 2018”). 

2.    Who are we?

This Privacy Notice is provided to you by the Parochial Church Councils (PCCs) of
St Mary’s, Radcliffe on Trent (registered charity 1130928)
and St Peter & St Paul, Shelford

The PCCs work together with the incumbent of the parishes (that is, our Vicar). 

The PCCs and incumbent referred to above are data controllers (this means they decide how your personal data is processed and for what purposes).

In the rest of this Privacy Notice, we use the word “we” to refer to any or all of the above data controllers, as appropriate. 

3.     How do we process your personal data?

The PCCs and Vicar comply with their obligations under GDPR and DPA 2018 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 meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules);
  • To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
  • To minister to you and provide you with pastoral and spiritual care (such as visiting you when you are gravely ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
  • To deliver the Church’s mission to our parish, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in our constitution;
  • To administer membership records;
  • To fundraise and promote the interests of the church and charity;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records;
  • To process Gift Aid applications;
  • To provide services to you, such as hall hire and delivery of LINK magazine;
  • To seek your views or comments;
  • To inform you of news, events, activities and services running at our churches;
  • To manage and monitor use of the web site and our ‘services by telephone’ system
  • To support NHS Track and Trace
  • Our processing also includes the use of CCTV systems for the prevention and prosecution of crime. 

4.    What is the legal basis for processing your personal data?

Most of our data is processed 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).  An example of this would be our safeguarding work to protect children and adults at risk.  We will always take into account your interests, rights and freedoms. 

Some of our processing is necessary for compliance with a legal obligation.  For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns. 

We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract.  An example of this would be processing your data in connection with the hire of church facilities. 

Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details. 

Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use. An example of this is when we collect data for NHS Track and Trace purposes. 

5.     Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other church members in order to carry out a service to other members or for purposes connected with the church.
Your personal data will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us 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 Diocese of Southwell and Nottingham;
  • Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our database software;
  • HMRC (when claiming Gift Aid)
  • On occasion, other local churches with which we are carrying out joint events or activities.
  • NHS Track and Trace

6.    How long do we keep your personal data[1]?

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 footnote for link]. 

For example, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.

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 we hold about you;
  • The right to request that we correct 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 us 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.    Transfer of Data Abroad

We use cloud-based systems to process data and therefore data may be processed outside of the European Economic Area (EEA). Information will only be placed on systems complying with GDPR or providing GDPR-like protection of personal rights. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

9.     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. 

10.  Contact Details

 To exercise all relevant rights, queries or complaints please in the first instance contact the:

Parish Administrator at

St Mary’s Hall

Main Road

Radcliffe on Trent


NG12 2FD

This email address is being protected from spambots. You need JavaScript enabled to view it.


You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.



[1] Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: -


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