Be Informed

You will typically make sure you are protecting individuals’ right to be informed using your Privacy Policy/Privacy Notice. This is a document you should provide to church members or anyone whose data you are going to gather, store or use.

Here we cover Privacy Policies in more detail.

You should make your Back-Up Policy and/or Data Retention Policy available to them at the first instance, so they know how long you plan to keep their data for, how often you plan to back it up. You should also consider how you plan to ensure the safety and security of said data, and communicate this to them as well.

You also need to make the individuals’ rights clear to them. As the Data Controller it is your responsibility to clearly communicate the following rights:

  • Right to be informed
  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to restrict processing 
  • Right to data portability
  • Right to object 
  • Right to withdraw consent
  • Rights related to automated decision-making

You must let them know that they have these rights, how they can exercise them according to your Church policies, and who they should contact in order to do so.

Finally, you need to make a comprehensive list of third parties with whom you will share data. The individual needs to be informed of, for example, your need to share Gift Aid information with HMRC, or that your Data Processor - if you are using bespoke software like iKnow Church - will necessarily have access to data as well. This list of third parties should be kept as up-to-date as possible and should be readily available online.

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