The Parish of Wargrave with Knowl Hill

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Wargrave with Knowl Hill Parish Data Protection Policy

Introduction

The churches of Wargrave with Knowl Hill are overseen by the Wargrave with Knowl Hill Parochial Council, who have agreed this policy. The Data Protection Act 1998 extends data protection to much of the personal data held in paper-based files (it previously applied only to information on computer). It also requires greater security where data is classified as sensitive (which includes a person’s religious affiliation) and where information is passed beyond the European Union either directly or by being placed on the Internet.

Data held:

The churches of Wargrave, Knowl Hill and Warren Row officially only hold personal data for the following reasons:

• Church Electoral Roll
• Legal records – Marriage Registers
• Church records: – baptisms, confirmations, marriage blessings, funerals, burials and financial records.
• Contact lists used for administration and pastoral purposes.
• Legal agreements including conditions of employment, gift aid forms etc.
• All Parish Trust documents relating to Trusts in the Parish.

Handling of data:

Within the parish of Wargrave with Knowl Hill personal data may only be obtained, held or disclosed to others if: 

• Its use is fair and lawful
• It is to be used only for specific purposes. Individuals will be told, in broad terms, what is going to be done with the information (unless it is obvious) before it is used and given the opportunity to opt out of it being so used.
• The information held is adequate, relevant and not excessive in relation to the purpose for which it is being used.
• Information is accurate and up-to-date. Periodically all information held will be checked to ensure it remains accurate.
• Information is kept for no longer than necessary for its purpose – The retention periods for various categories of information are as shown in Appendix1.
• Individual subjects access rights are honoured.
• Information is kept securely – addresses and phone numbers are not left where open to abuse, and either computer passwords or locks on filing cabinets restrict access to more sensitive information.

This policy applies to all those involved in official positions within the parish of Wargrave with Knowl Hill, both paid and voluntary.

Individual’s rights:

Individuals have the right to receive a copy of most paper-based information held about them within 40 days of making the request. This covers all information held on computer and any correspondence and other papers from which that information might be deemed reasonably accessible. An administrative charge of £10 will be made. Limited categories of material may be withheld from an individual in the interest of protecting the rights of other individuals to privacy and for the protection of crime etc. References that have been given may also be withheld, but not those received.

Contact:

The person to contact for questions and queries concerning this policy and data held is Richard Lloyd, PCC Secretary 

Appendix 1:  Contains The guidelines issued published by the Church of England ‘Keep or Bin...? The Care of your Parish Records’  revised 2009

Office Address:

Parish Office, Mill Green 

Station Road 

Wargrave 

Berks 

RG10 8EU 

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