St John the Baptist Church, Crowthorne


1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data (for example a name, date of birth, email address, telephone numbers, address, photographs or videos). 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 Vicar and PCC of St John the Baptist, Crowthorne (contact details below) and the Diocese of Oxford are data controllers.

For the purposes of GDPR, ’the Vicar’ includes all clergy licensed to the parish. In the rest of this Privacy Notice, we use the word

 ‘we’ to refer to each data controller, as appropriate. Each of the data controllers has their own tasks within the Church and we are all responsible to you for how we process your data and for what purposes. As the Church is made up of all of these persons and organisations working together, we may need to share personal data so we can carry out our responsibilities to the Church and our community. A description of what data is processed and for what purpose is set out in this Privacy Notice.  

This Privacy Notice is provided for youby the PCC on our own behalf and on behalf of each of these data controllers.  

3. What data do the data controllers listed above process?  

They will process some or all of the following where necessary to perform their tasks: 

  • Names, titles, and aliases, photographs;  contact details such as telephone numbers, addresses, and email addresses;
  • Where they are relevant to our mission, or where you provide them to us, we may process demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies/talents or other skills, family composition, and dependants;
  • Where you make donations or pay for activities such as use of a church hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
  • The data we process is likely to constitute sensitive personal data because, as a church, the fact that we process your data at all may be suggestive of your religious beliefs.  Where you provide this information, we may also process other categories of sensitive personal data: mental and physical health, details of injuries and medication/treatment received. 

4. How do we process your personal data?

We comply with our obligations under “GDPR” by; keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure and 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 meet all legal and statutory obligations (which include maintaining and publishing our electoral roll in accordance with the Church Representation Rules);
  • To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice, with the aim of ensuring that all children and adultsare provided with safe environments;
  • To enable us to provide pastoral and spiritual care (such as visiting you when you are ill or bereaved) and to organise and perform ecclesiastical services for you, such as baptisms, confirmations, weddings and funerals;
  • To deliver the Church’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public inthe Parish of St John the Baptist, Crowthorne and surrounding area;
  • To administer the parish, deanery, archdeaconry and diocesan membership records; 
  • To fundraise and promote the interests of the Church and charity; 
  • To manage our office holders and volunteers including disclosure and barring service checks;
  • To maintain our own accounts and records (including the processing of gift aid information);
  • To inform you of news, events, activities, fundraising and services running at St John the Baptist Church;
  • To seek your views or comments;
  • To notify you of changes to our services, events and role holders; 
  • To send you communications which you have requested and that may be of interest to you- these may include information about campaigns, appeals, other fundraising activities such as receiving May fair raffle tickets to purchase or sell;
  • To process a grant or application for a role;
  • To share your details in St John’s News and newsletters which may also appear on the Church website, the Diocese website or in printed or electronic form including social media;
  • To share your contact details with the Diocesan office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the diocese and in which you may be interested.

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

  • Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation in the Church of England).  An example of this would be our safeguarding work to protect children and adults.  We will always take into account your interests, rights and freedoms. 
  • Some of our processing is necessary for compliance with a legal obligation.  For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns.
  • We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract.  An example of this would be processing your data in connection with the hire of church facilities.
  • Religious organisations are permitted to process information about your religious beliefs to administer contact details. 
  • There is no disclosure to a third party without consent. 

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.

  • The appropriate bodies of the Church of England including the other data controllers;
  • Other clergy or lay persons nominated or licensed by the bishops of the Diocese of Oxford to support the mission of the Church in our parish.  Assistant or temporary ministers, including curates, deacons, licensed lay ministers, commissioned lay ministers or persons with Bishop’s Permissions may participate in our mission in support of our regular clergy;
  • On occasion, other churches with which we are carrying out joint events or activities.
  • We will only share your data with third parties outside of the parish with your consent.

7. How long do we keep your personal data?
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]1. 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 , financial records for a minimum period of 7 years to support HMRC audits; and parish registers (baptisms, marriages, funerals) permanently.We may keep some other records for an extended period of time. In general, we will endeavour to keep data only for as long as we need it.  This means that we will delete it when it is no longer needed.

8. Your rights and your personal data  

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security.  In such cases we will need you to respond with proof of your identity before you can exercise these rights.

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 we hold about you; 

 At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from.  Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee. 

  • The right to request that we correct 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 us to retain such data. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)). 
  • The right to withdraw your consent to the processing at any time.You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data.  Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims. 
  • 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 lodge a complaint with the Information Commissioner’s Office.

9. Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.  Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas. 

10. 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.

11. Changes to this notice

This Privacy Notice is reviewed regularly and we will place any updates on this web page:-       This Notice was last updated in August 2018.

12. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Church Office:-

 St John the Baptist Church Office, Waterloo Road, Crowthorne or email:

You can contact the Information Commissioners Office on 0303 123 1113 or via email

 or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

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