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GDPR Notice


1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that 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 PCCs of the Church are the data controllers.  This means they decide how your personal data is processed and for what purposes.  The Rector and staff of St Leonard’s Church, when acting as data controllers also adhere to this policy.  See below for details of how to contact us.


3. How do we process your personal data?

The PCC will comply with their 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, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.


We use your personal data for the following purposes: -


  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area (the Parish of Chesham Bois);

  • To coordinate our pastoral work;

  • To administer membership records;

  • To fundraise and promote the interests of the charity;

  • To manage our employees and volunteers;

  • To maintain our own accounts and records (including the processing of gift aid applications);

  • To fulfil our legal and professional obligations in relation to Health and Safety, Safeguarding, registration of marriage and other activities

  • To inform you of news, events, activities and services;


4. Live Streaming

The purpose is for recording or live streaming services from our church in order to reach out to those who are unable to attend in person, or who wish to participate in our services remotely.


The categories of personal data we collect under Live Streaming is your image.  We also process “special categories” of information that may include your religious belief.


5. What is the legal basis for processing your personal data?

Legitimate interests of the data processor so that we can keep you informed about news, events, activities and services of the church where you have expressed a desire to be involved.  


You express this through joining one the church’s electoral roll, by joining a church gift aid scheme, by signing up for our email members list, or signing up for our newsletter. If you have not joined any element of the church, but have attended one of our services we may also ask for your explicit consent to contact you again to advise you of future events.


Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement.


Processing is carried out by the Church (a not-for-profit body with a political, philosophical, religious or trade union aim) provided: - the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent.


For Live Streaming, we collect and use personal data under the following lawful bases: 

  • Explicit consent. By signing the Media Release form, you are consenting to us using your data for the purposes set out above. Consent can be withdrawn at any time, by contacting us using the contact details provided below.


6. Sharing your personal data

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 (for instance sharing a rota). We will only share your data with third parties outside of the parish with your consent.


For Live Streaming, we will be sharing the recorded or live-streamed services with the general public, by uploading it to social media and other internet sites. 


7. How long do we keep your personal data[1]?

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 [see footnote for link].


Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently.


For Live Streaming we will keep you data for 3 years, after which time we may renew your consent and may remove the video.


8. 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 the PCC holds about you;

  • The right to request that the PCC corrects 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 the PCC  to retain such data;

  • The right to withdraw your consent to the processing at any time

  • When we are processing data because you have given your consent, or to perform a contract with you, you have the right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (this is known as the right to 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;

  • When we process data to provide you with information about the church in order to carry out our work (legitimate interests) or to produce research statistics, you have the right to object to the processing of personal data, (where applicable).

  • The right to lodge a complaint with the Information Commissioner’s Office (contact details below).


9. 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.


10. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Parish Administrator: 01494 726139  or


You can contact the Information Commissioner’s Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


Updated: March 2021


[1] Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at:

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