Data Privacy Notice

The Parochial Church Council (PCC) of St John’s Church, Stoneleigh
The Incumbent of St John’s Church, Stoneleigh (also known as the Vicar)

This document has been prepared 1) to notify affected individuals that St. John’s church is processing their personal data and 2) to provide the information about this that is required by law.

Who are we?

The Parochial Church Council (PCC) and the incumbent, or vicar, of St John’s Church, Stoneleigh are separate legal entities with their own data controllers. This Privacy Notice is sent to you on behalf of both the PCC and the incumbent. In the rest of this Privacy Notice, the word “we” refers to each data controller, as appropriate.

Name and contact details

The Parochial Church Council (PCC) of St. John’s Church, StoneleighRevd Geoff Andrew


Telephone: 07468 096 350

Contact details of data protection officer


Why we process your personal data

We use your personal data for the following purposes:

  • To bear witness to the glorification of God.
  • 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 vulnerable adults are provided with safe environments.
  • To minister to you and to provide you with pastoral and spiritual care (such as visiting you when you are ill, distressed or bereaved or otherwise in need).
  • To fundraise and promote the interests of St John’s.
  • To maintain our records and accounts including the processing of Gift Aid applications, invoicing and repayment of expenses.
  • To manage our employees and co-ordinate our volunteers.
  • To inform you of news, events, activities and services at St John’s.

Lawful basis for processing your personal data

Of the six legal bases provided by the General Data Protection Regulation (GDPR), we rely on five to process personal data.

1. You have consented to us processing your data.

For example, you have indicated on a form that you wish to receive the weekly notice sheet.

2. You are providing us with a service, or using a service provided by us.

For example, you have hired our hall for a party.

3. We have a legal obligation to process your data.

For example, we use your personal data as part of a Gift Aid claim submission.

4. We need to process your data to perform a public task.

For example, we record details of baptisms, marriages and burials.

5. We have a legitimate interest.

In other words, you have interacted with us in a way which has led us to believe that you would reasonably expect us to process your data as part of that interaction, and there is a minimal privacy impact.

For example, you sign up to a church rota, and we keep a record of who is doing what, when.

Legitimate interests

The following church activities are covered by the legitimate interest legal basis and therefore we will not seek your consent to process any personal data you give us as part of:

  • Your contacting any member of the church individually.
  • Your volunteering to do a task on the church rota.
  • The indication of your intention to attend an event at St. John’s.
  • Your membership of the PCC.
  • Your leading or assisting with running a church service at St. John’s.

Broadcast and recording of church services

Church services may be broadcast live to members of the church and these services may be recorded and made available to be viewed by anyone online. While the focus of such video broadcasts and recordings will be those leading and actively participating in the service, members of the congregation may be seen. When attending such services, please be aware that your image may be visible to members of the church who are not present and later to anyone who watches the recorded service online. If you do not wish your image to be broadcast or recorded, please sit in the gallery at the back of the church.

Recipients of your personal data

Apart from images captured of you during services that are video recorded, your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. Apart from images captured of you during services that are video recorded, we will only share your data with third parties outside of the parish with your consent. We may, however, be obliged to disclose your personal information to meet any legal or regulatory requirements or obligations in accordance with applicable UK or European law.

International transfers of personal data

We will not transfer your personal data to any international organisation or to any country outside the European Union apart from the following trusted third countries. Andorra, Argentina, Canada (only commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay and USA (if the recipient belongs to the Privacy Shield).

How long do we keep your personal data?

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 at

Specifically, we retain electoral roll data while it is still current; Gift Aid declarations and associated paperwork for up to seven years after the tax year to which they relate; and parish registers (baptisms, marriages, funerals) and the associated application forms, notes of discussions and letters, permanently. This includes applications for entries in the Book of Remembrance.

Your rights

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 the 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 for us to retain it.
  • The right to withdraw your consent to the processing of your data at any time;
  • The right to request that we provide any data that you have supplied to us in a structured, commonly used machine-readable format (‘data portability’).
  • 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 your personal data.
  • We do not carry out any automated individual decision-making or profiling, but you have a right to be informed if we do; if that ever happens, you have the right to request human intervention or to challenge an automated decision that affects you.
  • The right to lodge a complaint with the Information Commissioner’s Office (ICO). You can contact the ICO on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

You do not have to give us your personal data

You are under no statutory or contractual obligation to provide us with your personal data. We will let you know if we need any personal data from you in order to provide you with a service that you have requested (for example hiring our hall). You do not have to provide this data, but without it we may not be able to provide you with the service.

Version 1.3 approved by the PCC on Monday 5 October 2020.