Who we are
Wantage and Grove Street Pastors [WGSP] may hold personal data about you: information from which you could be identified such as name, address, date of birth or photograph.
You can contact WGSP with any enquiries about your personal data
by post: Data Protection Officer, Wantage and Grove Street Pastors
14 Churchward Close, Grove, WANTAGE OX12 0QZ
or by email: firstname.lastname@example.org
WGSP works with Ascension Trust [AT], a charity registered in the UK that supports and directs the local work of Street Pastors throughout the UK. We share some of the personal data of people in some positions (eg trustees, Street Pastors) with AT so that AT can carry out their responsibilities to us, and we can fulfil our obligations to them. WGSP and AT are then joint data controllers, each responsible to you for properly processing your personal data, which includes storing that data. WGSP gives you this privacy notice on our own behalf and on behalf of AT.
Care of your data
WGSP will keep up to date any personal data we hold on you, will not collect or retain personal data of an excessive amount or for longer than necessary, will destroy it securely when it is no longer to be retained, and will keep your personal data secure against loss and unauthorised access, disclosure or alteration during storage or other processing.
Use of your data
We will use your personal data for some or all of these purposes:
[a] to provide a voluntary service for the benefit of the public in the geographical area of Wantage and Grove as set out in our constitution;
[b] to promote our work and raise funds for it;
[c] to send you communications which you may have requested or that may be of interest to you about our operations, events, fundraising activities, campaigns and appeals;
[d] to process any donations you may make, including Gift Aid processing;
[e] to process any payments WGSP may make to you such as salary or reimbursement of expenses;
[f] to maintain our financial records and accounts;
[g] to seek your comments or views;
[h] to process applications for a role, and arrangements for continuing in a role; and
[i] to fulfil the obligations arising out of our employment of staff.
The data we use
We may process (for example, we may store) the following personal data:
[a] Names, titles, nicknames or aliases, photographic images.
[b] Contact details, eg telephone numbers, postal and email addresses or identifiers for other methods of communication.
[c] Where you make payments to WGSP such as donations, or receive payments such as salary or reimbursement of expenses,
financial identifiers such as bank account numbers or payment or transaction identifiers.
[d] Where relevant or necessary for the purposes listed above,
additional details such as your date of birth or data concerning relevant health issues.
Some such information will be treated for processing as sensitive personal data.
[e] Sensitive personal data arising because we are a Christian organisation:
the fact that we process your data may itself convey information about your religious beliefs.
WGSP may also process other categories of sensitive personal data revealing religious or philosophical beliefs, such as your relationship with a particular church community or denomination.
How we obtain your personal data
Almost all the personal data we have about you we obtain from you in connection with membership, donations or similar activities.
Exceptions might include references in applications for a specific role such as Street Pastor, or emergency contact details provided to us by the volunteer or other person to whom they apply.
We will ask you to confirm annually that the personal data we have about you is accurate.
Our lawful basis for processing your personal data
Some of our processing (including storing the data) is necessary for compliance with our legal obligations.
WGSP has a legitimate interest in facilitating our charitable objectives, for some or all of which we may process your personal data. Whilst following this legitimate interest we will always take into account your interests and rights.
If at any time we need to use your personal data in accordance with a lawful basis other than those, we will inform you in advance and if necessary obtain your explicit consent to that use.
Sharing your personal data
We will treat your personal data as confidential. We will only share it with other data subjects or third parties where it is necessary for the performance of our tasks or where you give us your consent in advance.
We may share your personal data with our agents and contractors. For example, we may ask a bank to make salary or other payments, we may arrange for an approved agency to make DBS checks, or we may send our accounts for independent examination.
We may also share your personal data with joint data controllers Ascension Trust.
Electronic personal data transferred to countries or territories outside the EU will only be processed in ways giving equivalent protection of personal rights either through international agreements or through contracts approved by the EU.
Your personal data may be processed (stored) in Dropbox systems in the US which meet the requirements of GDPR for privacy and personal rights. If we need to process your data outside the EU in other ways, we will inform you in advance and if necessary obtain your explicit consent.
Our website is accessible worldwide so some personal data, as might be included in a report or newsletter, may be accessed from other countries.
Some use of email can expose your email address to others within WGSP; for instance, when making or changing operational arrangements for patrols or events it may be necessary for each recipient to see the address of each of the others so that where appropriate any or all can be included in a reply. In such cases your email address will be processed by the service providers of other recipients, in locations and jurisdictions that might be hard to determine. Where possible, however, your address will not be part of a message sent to a large number of other people.
Retaining your personal data
We will keep your personal data only for as long as we need it and we will delete it when it is no longer needed. In most cases this will be when you cease to have any connection with WGSP.
We will keep some records permanently or for an extended period if we are legally required to do so. For example, it is current good practice to keep financial records for a minimum period of 7 years to support HMRC audits.
The rights of data subjects
As a person whose personal data WGSP holds (a data subject) you have the following rights:
[a] The right to be informed through this privacy notice of your rights as a data subject;
[b] The right of access to the information WGSP holds on you;
[c] The right to have corrected the information we hold on you;
[d] The right to have erased the information we hold on you;
[e] The right to restrict processing of your personal data;
[f] The right to data portability and the transfer of your personal data to another data controller;
[g] The right to object to the processing of your personal data;
[h] Rights in relation to automated decision making and profiling.
To maintain the security of the personal data of other data subjects while processing a request to exercise any of the rights listed above, WGSP may need to verify your identity; in which case we will need to do so before you can exercise those rights.
If you ask us to erase some or all of the personal data we have about you ([d] in the list above), WGSP may no longer be able to share some information or activities with you.
WGSP currently has no automated decision making or profiling activities ([h] in the list above). If in future we take up any such activities we will tell you and seek your consent before we process your personal data in this way.
Should you be dissatisfied with the way in which Wantage and Grove Street Pastors has processed your data or responded to your requests or questions, you have the right to submit a complaint to the Information Commissioner’s Office:
by post: Information Commissioner’s Office
Wycliffe House, Water Lane
WILMSLOW, Cheshire SK9 5AF
Wantage and Grove Street Pastors – Version 1 July 2018