DATA PROTECTION POLICY

 

 

THE CONGREGATION OF BON ACCORD FREE CHURCH OF SCOTLAND

 

OF THE FREE CHURCH OF SCOTLAND

 

IN THE PRESBYTERY OF EDINBURGH & PERTH

 

 

 

1       Purpose and scope

 

1.1         We (the congregation) process personal information (also called personal data) about individuals. These include, but are not limited to, office holders, employees, volunteers, members, former members, adherents, contractors, suppliers, and others who are in contact with us for a variety of reasons.  

 

1.2         Personal data is any information from which a person can be identified, directly or indirectly.  In addition to basic personal information such as names and contact details, it includes opinions expressed about a person and information regarding the intentions of the data controller and third parties about a person.  It does not include information which has been appropriately anonymised.

 

1.3         Processing means anything we do with personal information - for example, collecting, editing, storing, holding, disclosing, sharing, viewing, recording, listening, erasing, deleting etc. We are committed to processing personal information appropriately and lawfully, in terms of the Data Protection Act 2018 (the “2018 Act”) and the General Data Protection Regulation (“GDPR”).

 

1.4         This document sets out our data protection policy. It provides some basic information about data protection, including the 7 data protection principles, information regarding special categories of personal data, how we process personal information (including our legal bases for processing), how we keep it secure and where appropriate share it, and how we would deal with any data security breach.  It also provides information on the rights of “data subjects” (individuals about whom we hold personal information). It applies to all those involved in processing personal information on our behalf, who must comply with this policy in all respects.

 

1.5         We have a separate Privacy Notice which outlines the way in which we process personal information provided to us, and a Data Retention Policy which outlines how long various categories of personal information are retained by us. In general terms, personal information should only be retained for as long as is necessary for the purposes for which it was obtained.   Copies of our Privacy Notice and Data Retention Policy are available on the noticeboard in our main downstairs hall, on our website at www.bafreechurch.org.uk and (on request) from our Administrative Assistant via here

 

1.6         This policy does not form part of any contract of employment or contract to provide services.  It will be reviewed from time to time to ensure compliance with data protection laws and will be updated as required.

 

1.7         We take compliance with this policy very seriously. Any deliberate or negligent breach of this policy by an employee may result in disciplinary action being taken and may result in dismissal for gross misconduct.

 

 

2       Data Protection Principles

 

2.1         Personal information will be processed by us in accordance with the 7 GDPR Data Protection Principles, which stipulate that personal information must be:

 

·                     processed lawfully, fairly and in a transparent manner;

·                     collected for specified, explicit and legitimate purposes and not further processed in a way incompatible with these purposes;

·                     adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed;

·                     accurate and, where necessary, kept up to date;

·                     kept in a form which permits identification of individuals for no longer than is necessary for the purposes for which it is processed;

·                     processed securely, with protection against unauthorised or unlawful processing and against accidental loss or damage, using appropriate technical or organisational measures;

 

and, in accordance with the seventh principle, we are responsible for, and must be able to demonstrate compliance with, the first 6 principles as listed above.

 

 

3       Special categories of personal data

 

3.1         These are categories of personal information that are deemed to be more sensitive than others.  Additional rules (see under paragraph 4 below) apply to the processing of personal information which falls under any of these categories, which are defined in the GDPR as being “Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.”

 

3.2         A significant amount of personal information held by us will be classed as special category personal data, either specifically or by implication (the mere fact of us holding the information being potentially indicative of a person’s religious beliefs).

 

 

4.    Legal Bases for processing personal information and special categories of personal information

 

4.1  We process personal information on one or more of the following legal bases, which are also set out in our Privacy Notice, where:

 

4.1.1       you have given consent to the processing for one or more specific purpose;

 

4.1.2      processing is necessary for the purposes of the congregation’s legitimate interests, and such interests are not overridden by your interests or fundamental rights and freedoms; 

 

4.1.3      processing is necessary for the performance of a contract with you; or

 

4.1.4       processing is necessary for compliance with a legal obligation.

 

4.2  Where we process any special category data (and this will be most of the data we process) we will, in addition to meeting a minimum of one of the legal bases listed in paragraph 4.1 hereof, ensure that one or more of the following applies:

 

4.2.1      processing is carried out in the course of our legitimate activities with appropriate safeguards by us as a not-for-profit body with a religious aim and on condition that the processing relates solely to our members, or to former members, or to people who have regular contact with us in connection with our purposes, and that the personal information is not disclosed outside the Free Church of Scotland without your consent; or

 

4.2.2      you have given explicit consent to the processing of your personal information for one or more specified purpose; or

 

4.2.3      processing is necessary for reasons of substantial public interest, and in particular for the purpose of (a) protecting an individual from neglect or physical, mental or emotional harm; or (b) protecting the physical, mental or emotional well-being of an individual, where that individual is either aged under 18 or is aged 18 or over and is “at risk” (has needs for care and support, is experiencing or at risk of neglect or any type of harm, and is unable to protect themselves).

 

 

5.      Access to personal information and keeping it secure

 

5.1         Everyone who processes personal information on our behalf (including, but not limited to, the minister, office-bearers, employees, volunteers and service providers) must ensure that they do so in line with this policy, our Data Retention Policy and our Privacy Notice, and all in accordance with data protection law.

 

5.2         Personal information should only be accessed by those who need it in connection with the work they do for us.

 

5.3         In relation to minutes of meetings of the Kirk Session and Deacons’ Court only individuals specifically authorised by the Kirk Session and/or Deacons’ Court are permitted to receive copies of such minutes and other records.

 

5.4         Personal information should be processed only for the purposes for which it was obtained. 

 

5.5         Personal information should be accurate and, where necessary, updated.

 

5.6         Personal information should not be shared with those who are not authorised to receive it.  Care should be taken when dealing with any request for personal information, whether by letter, email communication, over the telephone, or otherwise. Identity checks should be carried out if giving out information to ensure that the person requesting the information is either the individual concerned, or someone properly authorised to act on their behalf or someone otherwise entitled to receive the information.

 

5.7         Hard copy personal information should be stored securely (in lockable storage, where appropriate) and not visible when not in use.  Filing cabinets and drawers and/or office doors should be locked when not in use.  Keys should not be left in the lock of the filing cabinets/lockable storage.

 

5.8         Confidential paper waste should be disposed of securely by shredding.

 

5.9         Any computers being used in a shared area (including in the user’s home) should be shut down, or the user should log off, when leaving them unattended.

 

5.10       Personal information being processed electronically should always be password protected.  Passwords should be kept secure, should be strong, changed regularly and not written down or shared with others.

 

5.11       Joint or shared email addresses should not be used for processing personal information.

 

5.12       Emails containing personal information should not be sent to, or received at, a work email address (other than a @freechurch.org address) as this might be accessed by third parties.

 

5.13       If personal devices have a @freechurch.org account linked to them, these should not be accessed on a shared device for which someone else has the pin code.

 

5.14       Personal data should always be encrypted if being taken off premises.

 

5.15       Back-ups of personal data stored electronically should be kept.

 

5.16       Personal data should never be transferred outside the European Economic Area except in compliance with the law.

 

 

6.      Sharing personal data

 

6.1  We will only share personal information where we have a legal basis to do so, including for our legitimate interests within the Free Church of Scotland (either within the Presbytery or to enable central databases held within the Church Offices at The Mound, Edinburgh to be maintained and kept up to date).  This may require information relating to criminal proceedings or offences or allegations of offences to be processed for the protection of children or adults who may be at risk and to be shared with those within the Church who have designated roles in respect of Safeguarding, or with statutory agencies.

 

6.2  We will not send any personal information outside the European Economic Area.  If this changes all individuals affected will be notified and protections put in place to secure their personal information, in line with the requirements of the GDPR.

 

 

7.      If there is a data security breach

 

7.1         A data breach is where there is accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.  This can happen in many different ways, for example:

 

·                     Loss or theft of data or equipment on which personal information is stored;

·                     Unauthorised access to or use of personal information by a member of staff, volunteer or third party;

·                     Loss of data resulting from an equipment or systems failure;

·                     Human error, such as accidental deletion, alteration or transfer of data;

·                     Unforeseen circumstances, such as fire or flooding;

·                     Deliberate attacks on IT systems, such as hacking, viruses or phishing scams.

 

7.2         Should a data security breach occur which is likely to result in a risk to the rights and freedoms of individuals, then we will notify the Information Commissioner’s Office without undue delay and, where possible, within 72 hours of the time we become aware of the breach.  Notification will be made or coordinated by the Session Clerk.

 

 

8.      Subject access requests

 

8.1         Individuals who are data subjects may ask us for copies of the personal information we hold about them. This request must be made in writing.  Any such request received by the congregation should be forwarded immediately to the Session Clerk via here who will coordinate a response within the necessary time limit (maximum 30 days).

 

8.2         It is a criminal offence to conceal or destroy personal data which is part of a subject access request.

 

 

9.      Rights of Data subjects

 

9.1         Data subjects have certain other rights under the GDPR and the 2018 Act. These include the right to know what personal data we are processing, the purposes of such processing, and the legal basis or bases for the processing.

 

9.2         Data subjects also have the right to request that we have any inaccurate or incomplete personal information rectified, and to have their personal data erased if we are not entitled by law to process it or it is no longer necessary for us to process it for the purpose for which it was collected.  In situations where consent is the only legal basis which we have for processing then personal information should be erased if and when the individual revokes that consent.

 

9.3  All requests to have personal data corrected or erased should be passed to the Session Clerk via here who will be responsible for responding to them.

 

 

10.  Training

 

10.1    We will ensure that all those engaged in processing personal information for the congregation receive adequate training in their data protection responsibilities.

 

 

11.  Contracts

 

11.1    If any processing of personal information is outsourced to an external data processor we will enter into a contract with them to ensure compliance with data protection law.

 

 

12.  Data Protection Policy Review

 

12.1    This policy will be reviewed and updated from time to time.

 

 

This Data Protection Policy was adopted on 3 September 2018. The charity trustees will be responsible for the implementation of this Policy in the Congregation. 

Bon Accord Strategy

Introduction

Why a strategy?

Every organisation – including a local congregation like Bon Accord – needs a strategy that outlines its objectives and provides direction as to how those objectives are to be met. Often a strategy will be unwritten and a general consensus will prevail among the leadership and congregation as to what the objectives are and how they are to be achieved. This can work but there is always the danger that, in the absence of a clearly stated and owned strategy, a congregation may simply drift along doing what it does. It may (or may not) do what it does well but there is little sense of purpose or direction. It is also true that a congregation can have a strategy that finds expression in a document that is – to all intents and purposes – ignored or only paid lip service to.

Why now?

We can identify two providential prompts that explain why, as a Kirk Session, we felt the need to establish and be directed by a congregational strategy.

The first prompt was the report of the Presbytery visitation team (visit in June 2015). The presbytery team detected ‘…a feeling among many that the church was going through the motions’… and ‘…there was little evidence of meaningful interaction (on the part of the leadership) with the congregation on matters of vision and strategy’. As a result the team recommended to the Kirk Session that attention be given to ‘…consider a strategy for how best to fulfil the Gospel Commission as a 21^st Century, City centre church’.

The second prompt was and is the major refurbishment of our building that will, in due course, provide us with a building brimming with potential for outreach and service.

God is giving us an opportunity for a fresh start but opportunities can be grasped or spurned. The strategy that we are presenting is intended to help us grasp the opportunity to begin afresh with clarity of purpose and direction.

What guides our strategy?

The foundational elements of our strategy are the objectives that we, as a Kirk Session, have identified for Bon Accord. They are as follows:

Preach and teach the whole counsel of God to God’s people that we might grow in knowledge, maturity and holiness.

 

Make known the message of salvation in the power of the Holy Spirit to those who have not yet heard or responded to the good news. This task is the duty and privilege of every believer.

 

Cultivate a worshipping Christian community grounded in the Word, sacrament, and prayer that reflects the diversity of our city where all, independently of their cultural, ethnic, social or economic condition, are and feel members of the Christian family, valued and useful.

 

Strengthen the Christian family with the purpose that our children be raised in love and instructed as children of the covenant and heirs of the promises and responsibilities that derive from the same.

 

Demonstrate the love of Jesus in word and deed to those who suffer both within and outwith the family of faith.

 

Be a missionary church in Aberdeen, the North East, and the world.

 

Be a prophetic voice in our society persuaded that there is no issue on which the Word of God does not give instruction or where the principles derived from the Word do not direct us in forming Biblical opinions and proposals.

What is the process we have followed?

These are the steps followed or being followed in the whole process:

Consultation – This step, conducted in the course of 2016, involved inviting the majority of ministries in the congregation[1] to fill in a Ministry Review Form that identified strengths, weaknesses, needs and opportunities. This was followed, in the majority of cases, by a face to face conversation with one or two members of the Strategy Team[2] to ensure there was a clear understanding of what had been written. Those members of the Strategy Team then communicated their findings and conclusions to the team in full for review.

Review & proposal - The Strategy Team reviewed each Ministry Review Form and identified actions to be pursued in one of three ways;

• Encouragement of ministry to proceed.
• Pass on the action for consideration / approval / action by the Kirk Session or Deacons Court as appropriate.
• Incorporate the action into the strategy document. 

Agreement – The Strategy Proposal (the original draft of this document) was presented to the Kirk Session in June 2017 for consideration, modification, and approval.

Communication – The representatives of each ministry have received the relevant feedback of decisions taken with regard to their ministry. The Strategy Document is shared with the congregation with a view to better understanding and ownership of all that is being proposed.

Implementation – While some of the strategy proposals have already been or are being implemented most will begin to be implemented as of now and into 2018 and beyond.

Oversight – The Kirk Session has appointed a Strategy Oversight Team to ensure what has been agreed is implemented in the timescale envisaged and to help in whatever way is needed to ensure efficient implementation. In addition the Strategy Oversight team is available to provide help as required to the ministries as they proceed to implement the agreed actions. The Kirk Session has further agreed that the strategy review process be incorporated into the ongoing life of the congregation with ministry reviews being undertaken every 3 years.

What did we discover in reviewing the life and ministry of the congregation?

Though it might appear self-evident we do want to make a simple yet important point; we are richly blessed by God. As a congregation we are blessed with a diversity of committed and gifted people, effective ministry in many areas, and significant financial and material resources (not least our newly refurbished building).

While it is also perhaps self-evident it is worth explicitly acknowledging that we have strengths and weaknesses. As we reviewed how we matched up to our stated objectives it was clear that we are relatively strong (though with room for improvement) on preaching & teaching and youth ministry (in its various forms) but weak on evangelism & mission, in addition we lack any meaningful prophetic voice in and to our society.

What are some of the features of the strategy?

The strategy is marked by the following key features:

It is enabling – Our goal is to do what we currently do better and begin to do what is at present largely undone (e.g. mission / evangelism).

It is realistic –What is proposed is intended to be ‘doable’. This does mean that some of the proposals may seem modest and preliminary but this is preferable to grand schemes that appear beyond our capacity to implement.

It is sustainable – What is proposed is designed to be sustainable in the medium / long term. 

It is focussed – The proposal focuses on our core objectives (this did involve leaving unconsidered proposals that, though perfectly worthy in themselves, fell out with our core objectives).

It is positive – We are persuaded that the implementation of the strategy proposals will contribute to qualitative and quantitative growth in the congregation.

It is important to stress that the strategy does not include an exhaustive description of what is already being done but focuses on the following key areas that emerged as most significant in the process; Corporate Prayer, Corporate Worship, Pastoral Care, Training / Christian Education, Mission, Youth, and Personnel.

The strategy, for example, makes no explicit reference to Sunday School (though it is considered in the context of training). The reason for this is that Sunday School is running well and does not require immediate or urgent attention.

 

Corporate Prayer
Current status: At present the gatherings for corporate prayer[3] are our midweek meetings (fortnightly Neighbourhood Fellowships and Prayer Meeting) and the Sunday evening prayer time (currently suspended). The extent to which there is an opportunity for corporate prayer at the Neighbourhood Fellowships varies from fellowship to fellowship. The fortnightly Prayer Meeting has an average attendance of about 20-25 (c. 1 in 6 of the membership of the congregation). The attendance at the Sunday evening prayer time (until its suspension) was ordinarily in single figures. We are persuaded that given the importance of prayer (and our dependence on God that such prayer evidences) any strategy must contemplate taking measures to stimulate praying together as God’s people.
Objectives:  Increase the enthusiasm for and participation in corporate prayer. Ensure that prayer is offered to God in a systematic and regular way for the congregation, its ministries, and the wider mission of the church.
Actions:	Timescale:
The Kirk Session to conduct a consultation / review of corporate prayer within the congregation with a view to securing the stated objectives.	1Q 2018

 

 

 

 

 

Corporate Worship
Current status: Corporate Worship is conducted at the morning and evening service every Sunday. The primary purpose of our corporate worship is to gather believers for the worship of God allowing us to praise, pray, and be instructed, equipped, and enthused for service. A secondary, though also very important, purpose is to provide opportunity for unbelievers to participate in our worship services and so hear the gospel message and witness gospel life.  We have identified the need to make our worship services more accessible while maintaining our commitment to Biblical worship.
Objectives: Ensure that the services at Bon Accord are accessible to all and welcoming to outsiders (visitors from other church traditions and those who make no Christian profession). Ensure that the worship services are conducted in such a manner that Christians are encouraged to invite friends and others to join with us at our services.
Actions:	Timescale:
Create a ‘Welcome Team’ Produce a ‘Welcome Pack’ The minister, in consultation with the Kirk Session, to review the manner in which public worship is conducted to ensure the above objectives are being met.	2Q 2018 2Q 2018 2Q 2018

 

 

 

 

 

 

 

Pastoral Care
Current status: The primary formal vehicle whereby pastoral care is given / received is through the Neighbourhood Fellowships led by office-bearers. Care is also provided by the minister, the Pastoral Worker, and the Youth Worker. There are secondary vehicles where pastoral care is also exercised; for example the Ladies Bible Study, Guys / Girls Bible Study, and the Senior Citizens Fellowship. In addition care is given / received in an informal way and setting in the context of Christian friendship, fellowship, and hospitality. The current situation, centred on Neighbourhood Fellowships, falls short as it fails to provide in a comprehensive way the opportunity for care to be given and received across the congregation.
Objectives:  That everybody in regular attendance at or connected with the congregation be attached to a Neighbourhood Fellowship. The leadership of each Neighbourhood Fellowship have a clear understanding of and commitment to their pastoral responsibilities (exercised in respect of and in conjunction with those attached to their Neighbourhood Fellowship).
Actions:	Timescale:
Establish a system that ensures the coherent overall organization of the Neighbourhood Fellowships (administration of lists, directing new people to a Neighbourhood Fellowship, role of ‘Welcome Team’). Define and promote the pastoral role of the Neighbourhood Fellowships with a clear pathway for referral of pastoral concerns as required. Ensure each Neighbourhood Fellowship is suitably led (ideally by an elder / deacon team).	1Q 2018       1Q 2018   Ongoing

 

 

 

 

Training / Christian Education (adults)
Current status: The principal avenues for Christian Education for adults in Bon Accord are the Sunday services and Neighbourhood Fellowships. In addition there are other initiatives such as Adult Sunday School, and periodic midweek courses on apologetics, family, and gospel life. The review concluded that there is a need for a more organised and intentional programme of Christian education within the life of the congregation. There is also a clearly identified need to provide task specific training for different ministry roles (for example Sunday School teaching and leading Bible Studies).
Objectives:  Suitable training will be provided for those engaged in ministry / service in the congregation. Suitable training will be provided to promote growth in the Christian life (doctrine / character / apologetics / family etc.).
Actions:	Timescale:
The Kirk Session to establish a training  and education team tasked with identifying needs and opportunities and sourcing, organizing, providing training and education as required.	1Q 2018 (and ongoing)

 

 

 

 

 

 

 

Mission / evangelism
Current status: Local mission: The congregation currently engages with and seeks to reach the local community by means of a parents and toddlers group (Little Lambs), the Food Bank, and the provision of occasional evangelistic courses (Christianity Explored). International mission: The congregation is involved in international mission by means of congregational connection with mission workers. The congregation supports Free Church mission (home and international) through its financial contributions to the denomination. The congregation also supports international mission efforts financially via occasional fundraising initiatives (for example the annual WFM project) and modest contributions made from congregational funds. The congregation prays for mission workers / initiatives at public worship and privately (distribution of Free Church missionary prayer notes). The review concluded that mission is our greatest weakness as a congregation. On the local front our efforts are modest in scale and of limited effectiveness in reaching others with the good news (though this should not be understood as a criticism of those involved in the initiatives mentioned above). On the international front the congregation lacks a sufficiently thought out strategy and practice for engaging in and supporting international mission.
Objectives:  Engage and enthuse our people in mission and provide opportunities for mission (locally and internationally).
Actions:	Timescale:
The Kirk Session to establish a ‘Mission Work Group’ tasked with communicating what is currently happening and identifying new opportunities for mission run by Bon Accord or in partnership with others (including consideration of suggestions made by ministries in the review forms). The Kirk Session to explore opportunities for establishing a church plant in or around Aberdeen. Establish an annual budgeted plan for the financial support of home and international mission.	1Q 2018 (and ongoing)       2018 - 2020   4Q 2017
Youth
Current status: The review team concluded that one of the strengths of the congregation is the work done amongst and for our children and teenagers (Creche, Sunday School, teens ministry, Legacy, holiday club etc.). The work that is done amongst and for our older young people (students and young workers) is also significant and we have been blessed over the years by gifted and committed youth workers. That said it is in this area that the review team identified the greatest need for attention and this is reflected in the objectives / actions below.
Objectives:  That Bon Accord would have a youth ministry that is effective, sustainable, attractive, and organised and focussed on both the discipleship of our own young people and outreach to other young people.
Actions:	Timescale:
Establish a ‘Youth Team’ comprising a Kirk Session appointed convenor, the youth elder, the congregational youth worker, and three young people (students / young workers). The ‘Youth Team’ to be responsible for establishing the direction and objectives of the ministry and organising the annual programme of activities.	3Q 2017 (and ongoing)

 

 

 

 

 

 

 

 

 

 

Personnel
Current status: The congregation is currently served by a minister (full time), a youth worker (full time), and a pastoral worker (part time) and by elders and deacons who serve in their respective capacities as time and opportunity allows. In addition the congregation is served by volunteers in a multiplicity of ways and activities. The review team concluded (on the basis of feedback from a number of ministries) that one area of urgent need is formal administrative support within the congregation (to support the staff and volunteers). One result of the absence of administrative support is the under-use of channels of communication within the congregation (print media, social media, website etc.).
Objectives:  The congregation be served by an appropriate number of office bearers as required to fulfil our stated objectives and carry out the ongoing tasks and new actions outlined in our strategy. The congregation be adequately staffed. The work / ministry of the congregation be conducted in an organized and efficient manner. The gifts of all those in the congregation be better known and utilised.
Actions:	Timescale:
Elect / ordain new elders / deacons Recruit a part-time administrator. Explore creative and affordable ways of securing additional staff as required.  Produce a ‘Recruitment of volunteers’ policy for the congregation.	4Q 2017 4Q 2017   2018   2Q 2018

 

Aberdeen, November 2017

 

 

 

Appendix 1

Bon Accord Strategy – List of ministries included in strategy review

Name ministry / activity	Notes	Point contact for review
Kirk Session	This was divided in four areas; corporate worship, pastoral care, corporate prayer, and systems and processes. There is a Ministry Review Cover Sheet for each area.	Members of Kirk Session
Deacons’ Court		Clerk of Deacons’ Court
Praise Team		John MacPherson
Christian Education		David MacPherson & Cassia Martin
Neighbourhood Fellowships	There is one Ministry Review Cover Sheet incorporating all responses from NF leaders.	NF leaders
Creche		Linda Stephen
Sunday School		Judy Laing & Anne MacDonald
Little Lambs		Rachel Stewart
Youth Ministry	Review forms were filled in by the Youth Committee and Youth Worker / responsible elder. There is one Ministry Review Cover Sheet incorporating both responses.	Youth Committee Cassia Martin & Donald Smith
Senior Citizens		Martha MacPherson
Teens Ministry	Review forms were filled in for Bible Class, Teens Fellowship, and Teens Group. There are Ministry Review Cover Sheets for each of these areas of teens ministry.	Gavin Graham Anne MacDonald Catriona Macleod
Food Bank		Gordon Ferguson
Ladies Bible Study		Anne Smith & Anne MacDonald
Ladies Book Group		Wilma Nicolson & Cassia Martin
Ladies Support Group		Anne Smith & Wilma Nicolson
Youth Worker		Cassia Martin
Minister		David MacPherson

 

 

 

 

DATA PRIVACY NOTICE – HOW WE USE YOUR PERSONAL INFORMATION

 

 THE CONGREGATION OF BON ACCORD FREE CHURCH OF SCOTLAND

 

OF THE FREE CHURCH OF SCOTLAND

 

IN THE PRESBYTERY OF EDINBURGH & PERTH

This privacy notice explains the way in which the Bon Accord Free Church of Scotland Congregation uses, or “processes”, personal information.  Personal information is any information, held either in paper records or electronically, from which you can be identified.  Examples of personal information are your name, address, email address, telephone number, IP address, photograph or video image.  The processing of personal information is governed by data protection law. “Processing” is anything that is done with personal information, from collection onwards.

The Trustees (i.e. elders and deacons) of the Congregation, jointly with the Presbytery, are the “data controller” in terms of data protection law as we decide on the purposes for, and means by, which your personal information is processed.  Our contact details are provided below.

We use personal information for the following purposes:

§  To maintain membership records.

§  To maintain baptismal records.

§  To manage employees and volunteers.

§  For payroll administration.

§  To maintain accounts and records, including Gift Aid administration.

§  In relation to the provision of counselling and pastoral care.

§  In relation to individuals participating in church events and activities, including children and young people.

§  To provide information about church news, events and activities.

§  To fulfill contractual and other legal obligations.

§  For fundraising.

§  Generally, to further the charitable aims of the church.

Sharing of information

Only individuals appointed to specific roles within the Free Church of Scotland can access your private data. We will not share your data outside the Free Church of Scotland without your consent unless we are permitted or obliged to do so by law.

Lawful bases for processing personal information

We are required by law to identify an appropriate legal basis (or appropriate legal bases) for processing personal information.  We process personal information on one or more of the following legal bases:

§  Where you have given your consent to the processing for one or more specific purpose(s).  You are entitled to withdraw such consent at any time, using the contact details provided below.

 

§  Where the processing is necessary for the purposes of our legitimate interests, and such interests are not overridden by your interests or fundamental rights and freedoms.

 

§  Where the processing is necessary for the performance of a contract with you.

 

§  Where the processing is necessary for compliance with a legal obligation.

 

Also, where we process personal information which is more sensitive than other types and is classed by law as “special category data,” we will, in addition to meeting a minimum of one of the above legal bases, ensure that one or more of the following applies:

§  Processing is carried out in the course of our legitimate activities with appropriate safeguards by us as a not-for-profit body with a religious aim and on condition that the processing relates solely to our members, or to former members, or to people who have regular contact with us in connection with our purposes and that the personal information is not disclosed outside the Free Church of Scotland without your consent.

 

§  You have given explicit consent to the processing of your personal information for one or more specified purpose.  You are entitled to withdraw such consent at any time, using the contact details provided below.

Security and retention of personal information

We are committed to ensuring that personal information is held and retained securely and in accordance with data protection principles.  More specifically, we keep data in accordance with the guidance set out in our Data Retention Policy, a copy of which is available on the noticeboard in our main downstairs hall and on our website at www.bafreechurch.org.uk and (on request) from our Administrative Assistant via here

You have the right to make certain requests in relation to your personal data, as follows:

§  You can request copies of the personal data which we hold about you, using the contact details provided below. 

§  If you believe that any information we hold about you is inaccurate or incomplete, please let us know so that we can have this rectified.

§  You can request that we erase your data if there is no longer any need for us to keep it, although we may still need to retain it if the reasons why it was obtained still exist.  If the only legal basis on which we hold the data is your consent, and you withdraw that consent, then we will erase your data on request.

Our contact details

You can contact us by:

email:        contact

letter:         The Administrative Assistant, Bon Accord Free Church of Scotland, Rosemount Viaduct, Aberdeen, AB25 1NS.

The Information Commissioner’s Office

You have the right to contact (or complain to) the Information Commissioner’s Office on 0303 123 1113 or via its website at www.ico.org.uk or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.