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 (CSCW) 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?
CSCW is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
CSCW complies with its 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 services as specified in our constitution.
To administer supporter and donor records.
To inform you of news, events and activities run by CSCW.
To manage our employees and volunteers.
To maintain our own accounts and records (including the processing of gift aid applications).
Very occasionally for fundraising purposes or to promote the interests of the charity.
4. What is the legal basis for processing your personal data?
Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations.
Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
Processing is carried out by 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.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other employees or officers of the Trust for purposes connected with CSCW. We will only share your data with third parties outside of CSCW with your consent.
6. How long do we keep your personal data?
We keep data in accordance with legal requirements and following ICO guidelines.
Specifically;
We retain gift aid declarations and associated paperwork until a person ceases to give, in which case we will retain the Gift Aid Declaration and associated paperwork for up to 7 years after the tax year to which a claim for their last payment was made.
We retain data on non-gift aided givers for up to 2 years after the tax year of their last donation.
We delete contacts from our system as soon as they unsubscribe from our Mailchimp communications.
We delete/shred contact data for our mailing/telephone list as soon as we receive instructions.
We retain employee records for up to 7 years after the tax year to which they last related.
Data on unsuccessful job applicants is shredded / deleted 6 months after the appointment process in line with the Disability and Discrimination Act 1995, unless the applicant specifically requests that we retain it to inform them of any future vacancies.
We delete personnel files and training records a maximum of 6 years after employment has ceased.
7. 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 clear, transparent and concise information about how your data is processed.
The right to request a copy of the personal data which CSCW holds about you.
The right to request that CSCW 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 CSCW to retain such data.
The right to withdraw your consent to the processing at any time.
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
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;
The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
The right to lodge a complaint with the Information Commissioners Office.
8. 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.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the
CSCW Administrator – Email: office@cscw.org.uk Telephone: 01244 311005 Address: CSCW Administrator, CSCW Office, c/o Vicars Cross United Reformed Church, Oldfield Drive, Vicars Cross, Chester CH3 5LL
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Updated March 2024