BOWDEN AND MELROSE CHURCH, Charity Number SC006480 (the “Congregation”)
This Privacy Notice outlines the way in which the Congregation will use personal information provided to us. Personalinformation includes any information that identifies you personally, such as your name, address, email address or telephone number.
The Congregation recognises the importance of your privacy and personal information and we have therefore outlined below how we use, disclose and protect this information. The Congregation, jointly with the Presbytery of Lothian and Borders is the data controller, because we decide how your data are processed and for what purpose. Contact details for us are provided below.
We use the information you give to us:
The Congregation will only share your personal information where this is necessary for the purposes set out above. Information will not be shared with any third party outwith the Church of Scotland without your consent unless we are obliged or permitted to do so by law.
The Congregation processes your information in the course of its legitimate activities, with appropriate safeguards in place, as a not-for-profit body with a religious aim and on the basis that our processing relates solely to members, former members or people who have regular contact with us, and that this information is not disclosed to any third party without your consent.
We also process information where this is necessary for compliance with our legal obligations; where processing isnecessary for the purposes of our legitimate interests and such interests are not overridden by your interests orfundamental rights and freedoms; and where you have given consent to the processing of your information for a particular purpose.
The Congregation will strive to ensure that personal information is accurate and held in a secure and confidential environment. We will keep your personal information for as long as you are a member or adherent or have regular contact with us or so long as we are obliged to keep it by law or may need it in order to respond to any questions or complaints or to show that we treated you fairly. We may also keep it for statistical purposes but if so we will only use it for that purpose. When the information is no longer needed it will be securely destroyed or permanently rendered anonymous. A copy of our data retention policy is attached to this Notice.
You can request details of the personal information which the Congregation holds about you by contacting us usingthe contact details given below.
If you believe that any information the Congregation holds about you is incorrect or incomplete or if you do not wish your personal information to be held or used by us please let us know. Any information found to be incorrect will be corrected as quickly as possible.
You have the right to object to our use of your personal information, or to ask us to remove or stop using yourpersonal information if there is no need for us to keep it. There may be legal or other reasons why we need to keep oruse your data, but please tell us if you think that we should not be using it.
If we are processing your data on the basis of your explicit consent, you can withdraw your consent at any time. Please contact us if you want to do so.
You can contact us by getting in touch with our Church Secretary, Tracey Glover, on 01896 823339 or firstname.lastname@example.org
You have the right to complain to the Information Commissioner’s Office about anything relating to the processing of your personal information by the Congregation. You can contact the IC0 via its website at www.ico.org.uk or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 SAF.
DATA RETENTION POLICY
Data Retention Schedule
NOTE: There may be an historic interest in the Congregation’s records. Kirk Session minutes are archived after 50 years.
|Minutes of meetings||6 years|
|Kirk Session meetings|
50 years – permanent. After 50 years pass the minutes to the principal clerk’s office, who then liaise with the National Records of Scotland for archiving.
6 months after completion of recruitment (unless data to be retained for a future similar opportunity, in which case 1 year)
|Safeguarding – Service confirmation of advice, emails, letters||100 years|
|Safeguarding – Confidentiality Agreements||100 years|
|Safeguarding – Covenants of Responsibility (managing those who pose a risk)||100 years|
|Safeguarding – Risk Assessments||100 years|
|Safeguarding – Complaints concerning people||100 years|
|Safeguarding – Audit for Congregations and Presbyteries||100 years|
|Congregational Roll||100 years|
|Certificates of Transference/Lines||100 years|
|Employee/appointments records including: contracts, time records etc||Duration of employment + 7 years|
|Volunteer records||Duration of placement + 7 years|
|Databases for mailing lists/distribution||Reviewed annually, delete out of date information|
|Miscellaneous contact information||Delete once there is no longer a requirement to hold such information|
|Arranged accommodation/placements (e.g. overseas visitors)||3 years following end of event/placement|
|Documents relating to litigation or potential litigation||Until matter is concluded plus 7 years|
|Hazardous material exposures||30 years|
|Injury and Illness Incident Reports (RIDDOR)||5 years|
|Pension plans and retirement records||Permanent|
|Salary schedules; ranges for each job description||2 years|
|Payroll Records||Minimum, 7 years. No maximum|
|Contracts||7 years following expiration|
|Fixed Asset Records||Permanent|
|Application for charitable and/or tax-exempt status||Permanent|
|Sales and purchase records||5 years|
|Audit and review workpapers||5 years from the end of the period in which the audit or review was concluded|
|OSCR filings||5 years from date of filing|
|Records of financial donations||7 years|
|Accounts Payable and Receivables ledgers and schedules||7 years|
|Annual audit reports and financial statements||Permanent|
|Annual plans and budgets||2 years|
|Bank statements, cancelled cheques, deposit slips||Minimum of 7 years|
|Business expense records||7 years|
|Cash/cheque receipts||7 years|
|Electronic fund transfer documents||7 years|
|Employee expense reports||7 years|
|Journal entries||7 years|
|Petty cash vouchers||7 years|
|Tax records||Minimum 7 years|
|Filings of fees paid to professionals||7 years|
|Insurance claims/ applications||Permanent|
|Insurance disbursements and denials||Permanent|
|Insurance contracts and policies (Directors and Officers, General Liability, Property, Workers’ Compensation)||Permanent|
|Leases||7 years after expiration|
|Property/buildings documentation (including loan and mortgage contracts, title deeds)||Permanent|
|Warranties||Duration of warranty + 7 years|
|Records relating to potential, or actual, legal proceedings||Conclusion of any tribunal or litigation proceedings + 7 years|
General guidance for documents NOT included in the retention schedule.
On-going business use is subjective, but generally refers to documents still required for on-going projects, or documents that may still need to be referred to for on-going activities.