The Diocese of East Anglia (the “Diocese“) is a charity registered with the Charity Commission in England and Wales. Our charity number is 278742 and our registered address is The White House, 21 Upgate, Poringland, Norfolk NR14 7SH.. In this Notice, references to ‘we’ and ‘us’ mean the Diocese.
When you provide us with Personal Data in order to engage with us and/or benefit from our activities, we will keep a record of the data you give to us in order to enable us to comply with our statutory obligations and to achieve our charitable objects of advancing and maintaining the Roman Catholic religion through the operation of our parishes and our other activities.
For the purpose of the General Data Protection Regulation 2016/279 (GDPR), the Diocese [through its Trustees] will be a Data Controller in respect of your Personal Data. [In some cases, the Diocese may be a joint Data Controller of your Personal Data (e.g. where your data is shared between the Diocese and another organisation for a particular purpose)]. Please be aware that our parishes (ofspecific relevance St Mary Magdalen parish, Ipswich) form part of the Diocese and are not separate legal entities. Parishes are not Data Controllers nor do they process Personal Data on behalf of the Diocese as a Data Processor.
Everyone has rights with regard to how their Personal Data is handled by organisations. The Diocese is committed to ensuring that Personal Data is properly and securely managed in accordance with the relevant data protection laws, and believes this is an important part of achieving trust and confidence between the Diocese and those with whom it interacts. Please read this Notice to understand how we use and protect the information that you provide to us or that we obtain or hold about you, and to understand what your rights are in relation to information that we hold. This Notice applies to information about living identifiable individuals only.
What Personal Data do we hold about you?
We may hold the following types of Personal Data:
We may also hold Special Categories of Personal Data e.g. information about your religious beliefs, information about your health and wellbeing, information revealing racial or ethnic origins, information concerning your sexual orientation or in the case of background checks, information about criminal records or proceedings.
We may also receive Personal Data about you from third parties, for example, your family members, other parishioners, other dioceses, medical professionals, the police and other law enforcement bodies.
How and why do we Process your Personal Data?
The Personal Data which we hold about you, whether it is collected directly from you or whether we receive it from a third party, may be processed in a number of ways, for example:
On what Grounds do we Process your Personal Data?
We must have a lawful basis for Processing your information; this will vary according to the circumstances of how and why we have your information but typical examples include:
provided that the legal basis is proportionate to the aim pursued and provides for suitable and specific measures to safeguard your rights, or as part of our legitimate interests as a Roman Catholic diocese and charitable institution.
Who will we share your information with?
We will only use your Personal Data within the Diocese for the purposes for which it was obtained, unless you have explicitly agreed that we may share your Personal Data with another organisation
or unless we are otherwise permitted or required to under the Data Protection Rules or order of a Court or other competent regulatory body or as set out in this Notice.
We may share your information with other members of the Church seeking relief and any ecclesiastical body enjoying canonical jurisdiction or powers of governance as detailed in the Code of Canon law or the Apostolic Constitution Pastor Bonus.
We may share your information with government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime.
Sometimes the Diocese contracts with third parties whom we ask to Process Personal Data on our behalf (e.g. IT consultants, distributors of parish newsletters and directories). We require these third parties to comply strictly with our instructions and with the GDPR.
We also may be required to share your Personal Data so that the Diocese can benefit from Gift Aid nominations you have made. (e.g. with HMRC).
We have in place administrative, technical and physical measures designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the Personal Data that we hold.
In the course of Processing your Personal Data, or disclosing it to the recipients referred to above, we may transfer it to countries which are outside the European Economic Area (EEA), some of which may not have laws which provide the same level of protection to your Personal Data as laws inside the EEA. In such cases we will take steps to ensure that the transfers comply with the GDPR and that your Personal Data is appropriately protected. We do so by taking the following measures:
How long will we keep your information for?
Your information will be kept in accordance with our Retention & Disposal of Records Policy, copies of which are available from the Diocesan Financial Secretary. In any event, we will endeavour to only keep Personal Data for as long as is necessary and to delete it when it is no longer so.
You have rights in respect of the Personal Data you provide to us. In particular:
Please note that the above rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to Process your Personal Data. Also, we may need you to provide us with proof of identity for verification and data security purposes before you can exercise your rights.
Rights may only be exercised by the individual whose information is being held by the Diocese or with that individual’s express permission. Children from12 years upwards are entitled to make their own requests (where the Diocese is of the reasonable view that they have an appropriate understanding of the request they are making) and parents / guardian / family members do not have an automatic right to see information about their child or prevent their child from making a request to the Diocese.
Changes to this Notice
We may make changes to this Notice from time to time as our organisational practices and/or applicable laws change. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if we intend to do so, we will notify you in advance wherever possible) or otherwise than is permitted by data protection laws.
If you have any questions, require further information about how we protect your Personal Data, if you wish to exercise any of the above rights or if you would like to provide feedback or make a complaint about the use of your information, please contact the Diocesan DPO
[Any complaints will be dealt with in accordance with the Diocese’s Complaints Policy.]
We hope that we can satisfy any queries you may have about the way in which we Process your Personal Data. However, if you have unresolved concerns you also have the right to complain to the Information Commissioner (‘ICO’) (ico.org.uk).
Visitors to our Website
When someone visits www.rcdea.org.uk, or any of our parish web sites (of specific relevance St Mary Magdalen parish web site www.marymagdalens.org) we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Cookies, also known as browsers or tracking cookies, are small text files that are added to your computer when you visit a website. They help websites to perform certain functions e.g. to know who you are if you log into a restricted part of a website, for shopping carts, and for tracking purposes.
The Diocese uses the following cookies:
If you would like to opt-in or opt-out of using cookies then you can do so using cookie control feature on our website or in your browser.
Please note that you cannot opt-out of the deployment of cookies that are necessary for delivery ofour website or services to visitors.
At the Diocese of East Anglia we take our data handling responsibility seriously, so your contact details will be used solely for the purpose of keeping you informed in the way you have requested and we will never share your information with a third party. To be removed from our mailing list contact [email protected] or use the unsubscribe option in the footer of all our newsletters.
Glossary of Terms
In this document:
“Data Controller” means a person, organisation or body that determines the purposes for which, and the manner in which, any Personal Data is processed. A Data Controller is responsible for complying with the data protection laws including the GDPR and establishing practices and policies in line with them.
“Data Processor” means any person, organisation or body that Processes personal data on behalf of and on the instruction of the Diocese. Data Processors have a duty to protect the information they process by following data protection laws.
“Data Subject” means a living individual about whom the Diocese processes Personal Data and who can be identified from the Personal Data. A Data Subject need not be a UK national or resident. All Data Subjects have legal rights in relation to their Personal Data and the information that the Diocese holds about them.
“Personal Data” means any information relating to a living individual who can be identified from that information or in conjunction with other information which is in, or is likely to come into, the Diocese’s possession. Personal Data can be factual (such as a name, address or date of birth) or it can be an opinion (e.g. a performance appraisal). It can even include a simple email address. A mere mention of someone’s name in a document does not necessarily constitute Personal Data, but personal detailssuch as someone’s contact details or salary (if it enabled an individual to be identified) would fall within the definition.
“Processing” means any activity that involves use of Personal Data. It includes obtaining, recording or holding the information or carrying out any operation or set of operations on it, including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring or disclosing Personal Data to third parties.
“Special Categories of Personal Data” (previously called sensitive personal data) means information about a person’s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexuality. It also includes genetic and biometric data. Special Categories of Personal Data can only be processed under strict conditions and such processing will usually, although not always, require the explicit consent of the Data Subject.