Privacy Notice

PRIVACY NOTICE

PRIVACY NOTICE

 

Purpose of this Notice

This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

 

About Us

Breathe New Life (“Breathe New Life”, “we”, “us”, “our” and “ours”) is an Incorporated Charity. We are registered in England and Wales as a limited by Guarantee Company Number 7031482 and Registered Charity Number 1134573. Registered Office Leek Road, Stoke on Trent, Staffordshire, ST2 8BY.

For Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at paragraph 12 (Contact Us), below.

Terms and Definitions

Term Definition
DATA Electronically stored information.
DATA CONTROLLER An individual or organisation within the UK that collects Personal Data and determines the purposes for which and the manner in which any Personal Data are or are to be processed.
DATA HANDLER Someone who is authorised by the Responsible Person on behalf of the Data Controller to collect or process data.
DATA PROCESSING Obtaining, recording or holding Personal Data or carrying out any operation or set of operations on Personal Data including

  • Organisation, adaptation or alteration of the information,
  • Retrieval, consultation or use of the information,
  • Disclosure of the information by transmission, dissemination or otherwise making available, or
  • Alignment, combination, blocking, erasure of destruction of the information.
DATA PROCESSOR Any individual (other than an employee of the Data Controller) who processes the Data on behalf of the Data Controller.
GENERAL DATA PROTECTION REGULATION (GDPR) and DATA PROTECTION ACT 2018 The main UK legislation which governs the handling and protection of information relating to living people.
REGISTERED BODY Information Commissioner’s Office (ICO)
DATA SHARING A reciprocal exchange of data, one or more organisations providing data to a third party or parties, several organisations pooling information and making it available to each other, several organisations pooling information and making it available to a third party or parties, different parts of an organisation making data available to each other or exception one-off disclosures of data in unexpected or emergency situations.
DATA SUBJECT Someone for whom Personal Data is kept by an organisation (Data Controller).
ENCRYPTION Conversion of data into a code so it cannot be read without a key.
NOTIFICATION Data Controllers that collect or process Sensitive Personal Data are required to annually ‘Notify’ the Information Commissioner’s Office (ICO) of the Data Subject classes and Purposes for which data is processed, and the Third Party classes and Purposes for which data is shared if applicable.
PERSONAL DATA Data which relates to an individual (Data Subject) who can be identified from those Data or those Data when combined with other information which is in possession of or likely to come into possession of the Data Controller, and includes any expression of opinion about the individual and any indication of the intentions of the Data Controller or any other person in respect of the individual.
RESPONSIBLE PERSON Senior level responsible person accountable within an organisation (Data Controller) for the purpose and manner in which Personal Data is collected, processed, stored and disposed of.
SENSITIVE PERSONAL DATA Personal Data consisting of information as to

  • The racial or ethnic origin of the Data Subject,
  • Their political opinions,
  • Their religious beliefs or other beliefs of a similar nature,
  • Their trade union membership information,
  • Their physical or mental health or condition,
  • Their sexual life,
  • The commission or alleged commission by them of any offence or
  • Any proceedings for any offence committed or alleged to have been committed by them, the disposal of such proceedings or the sentence of any court in such proceedings.
SUBJECT ACCESS REQUEST Under the General Data Protection Regulation (GDPR) and Data Protection Data Protection Act, individuals can ask to see the information about themselves that is held on computer and in some paper records, by writing to the Data Controller they believe holds it. A Subject Access Request must be made in writing (email is acceptable) a reply must be received within 30 days.

HOW WE USE YOUR DATA

 

How we may collect your personal data

We obtain personal data about you, for example, when:

  • You complete a Connect Card
  • You sign up for allowing us to collect gift aid on your tithes and offerings
  • You complete Registration Forms
  • You complete Volunteer Forms
  • You allow us to use your photographs and any videos
  • You use the card machine for purchases
  • You complete Eventbrite registration
  • You request prayer or are receiving Pastoral Support (Please note information that is shared keeps anonymity all parties involved)

The Kind of Information we Hold about You

The information we hold about you may include the following:

  • Your personal details (such as your name and/or address);
  • Your contact details
  • Our correspondence and communications with you;
  • Information about any complaints and enquiries you make to us;
  • Photographs and videos
  • The card machine receipt

How we use Personal Data we Hold About You

We only use your data for the purpose that you have given us your data. This may include processing your personal data as an employee, a volunteer, attend Breathe New Life or a customer of ours.

For Example:

  • Your email address is used to communicate our on-line news letter
  • Registration Form information is used to create registers for the events and to ensure any specific details eg food allergies or clearly shown and to inform you of any up and coming events that would be applicable to you
  • Gift Aid information is used so that we claim the extra 20% from HMRC
  • Booking In information for NHS Test and Trace (Eventbrite booking in system/GR Code)
  • Volunteer Form information is used to place you within the area you would like to serve and connect you to the relevant Lead
  • Prayer request is sent to a Prayer What’s App Group, anonymity is kept. Information would only be passed on if it was for Safeguarding or legal reasons and you would be fully informed of steps being taken.
  • Pastoral Support data is shared with the appropriate Stream Lead, anonymity is kept. Information would only be passed on if it was for Safeguarding or legal reasons and you would be fully informed of steps being taken.

We may process your personal data for the purposes as stated and by your consent.

We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.

We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data eg if we are investigating a safeguarding concern.

Situations in which we will use your personal data

We may use your personal data to:

  • provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes;
  • seek your thoughts and opinions on the services we provide; and
  • notify you about any changes to our services.
  • Pass on information to NHS Test and Trace

In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

DATA RETENTION

 

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

  • the requirements of our business and the services provided;
  • any statutory or legal obligations;
  • the purposes for which we originally collected the personal data;
  • the lawful grounds on which we based our processing;
  • the types of personal data we have collected;
  • the amount and categories of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.

Change of purpose

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.

DATA SHARING

 

Why might we share your personal data with third parties?

We will share your personal data with third parties where we are required to by law.

Which third-party service providers process your personal data?

The only data we share is for staff payroll, HMRC for Gift Aid, NHS Test and Trace (if we are required to do so) and our email communication to you. Our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

DATA SECURITY

 

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, Leads and other third parties who have a business need to know. They will only use your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

RIGHTS OF ACCESS, CORRECTION, ERASURE AND RESTRICTION

 

Your Duty to Inform us of Changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us  via email.

 

Your Rights in Connection with Personal Data

Under certain circumstances, by law you have the right to:

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to Withdraw Consent

In the limited circumstances where you may have provided your consent to the collection, processing, and transfer of your personal data for a specific purpose you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact.

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

CONTACT

This privacy notice was last updated in April 2020.

An Annual Data Protection Impact Assessment will be produced.

 

Contact Us

If you have any questions regarding this notice or if you would like to speak to us about how we process your personal data, please email us.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone 0303 123 1113

Website https://ico.org.uk/concerns