1. YOUR PERSONAL DATA – WHAT IS IT?
Personal data relate to a living individual who can be identified from the 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 (the “GDPR”).
2. WHO ARE WE?
The Jerusalem and the Middle East Church Association is a charitable company established to support the Anglican/Episcopal Church in the Middle East. Its standing committee, The Jerusalem and the East Mission Trust Limited administers its affairs and as such is the data controller. This means it decides how your personal data are processed and for what purposes.
3. HOW DO WE PROCESS YOUR PERSONAL DATA?
JMECA, through its standing committee, complies with its obligations under the “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 or unauthorised access or disclosure, and by ensuring that appropriate security measures are in place to protect personal data.
We use your personal data for the following purposes: –
To administer supporter records
To communicate with supporters in order to provide them with up-to-date information (news, events, activities) about JMECA and the four dioceses which form the Province of the Anglican/Episcopal Church in Jerusalem and the Middle East
To fundraise and promote the interests of the charity JMECA
To manage our employees, trustees and volunteers
To maintain our own accounts and records (including the processing of gift aid applications)
4. WHAT IS THE LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA?
For postal communication to supporters:
We send donation receipts, letters of thanks to donors and our magazine to those who have expressed an interest in the work of the charity or dioceses. Recipients can opt out of receiving this form of communication at any time by contacting the Secretary of the charity (see contact details below).
For electronic communication (e-mail) to supporters:
Explicit consent from the individual or organisation is required so that we can keep supporters informed about news, events, activities and appeals.
For employees, trustees, directors, volunteers and contractors:
Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.
5. SHARING YOUR PERSONAL DATA
Your personal data will be treated as strictly confidential. Your name and postal address will be shared only with our publishing house and distributor in order to send out the JMECA magazine. We will only share your data with third parties outside of JMECA with your consent unless required by law.
6. HOW LONG DO WE KEEP YOUR PERSONAL DATA?
We keep data in accordance with the following guidance and in line with the Companies Act and Charities Act. In brief we retain:
Legal/governance/trust fund/historically valuable documents – permanently
Annual accounts/reports and directors’ meeting minutes – permanently
Bookkeeping, donation and gift aid records – for 6 full financial years after the year of the transaction. However, donors may request their record to be made anonymous at any time
Organisational structures including names of role holders – permanently
Details of employees/directors/trustees/volunteers – for 6 years
Details of applicants and interview notes – for 12 months
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 JMECA holds about you
The right to request that JMECA corrects any personal data if they are found to be inaccurate or out of date
The right to request your personal data are erased where it is no longer necessary for JMECA to retain such data
The right to withdraw your consent to the processing at any time
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 lodge a complaint with the Information Commissioners Office.
8. 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.
9. CONTACT DETAILS
To exercise all relevant rights, queries of complaints please in the first instance contact the Secretary to the JMECA Trustees:
Telephone: +44 (0)1252 726994
Post: The Secretary, JMECA, 1 Hart House, The Hart, Farnham, Surrey GU9 7HJ
Or the Data Protection Officer: firstname.lastname@example.org