The Baptist Union of Wales is committed to protecting and respecting your privacy and will fully comply with the Data Protection Act that came into force on the 25th May 2018 with subsequent amendments. We collect and hold data in order to enable us to pursue our charitable objectives and we will keep any personal information we hold secure and confidential. A key aspect of GDPR is that it gives individuals the right to be informed about how their personal data will be collected and used and we are required to determine the lawful basis for processing data.
What is the legal basis for processing data?
We process information, including any sensitive personal data (which includes an individual’s religious belief/affiliation) on the following grounds:
- Legal Obligation (e.g. processing information in relation to Safeguarding)
- Contract (e.g. third parties who provide a service to BUW)
- Legitimate Interest (accreditation of Ministers and communication with church office holders)
- Consent: (e.g. when we publish information about you): we will secure your written consent in a clear manner, appropriately recorded and updated as necessary. (The key issue for GDPR and sensitive data is that consent is explicit, and that individuals are clear in relation to that for which consent is sought and have a free choice as to whether or not to accept. Consent may also be given verbally in which case BUW will note this and the information provided).
The purpose of this statement therefore is to tell you:
- What information we collect about you
- How we store your personal information
- How we process your personal information
- To whom we might pass your information on to
All staff are required to sign this statement to confirm their awareness and personal acceptance of the policy.
- INFORMATION THAT WE COLLECT FROM YOU
Annual Returns from our Churches
Every year we collect information from our churches. This includes contact details (name, address, telephone and e-mail address) for church officials. We hold this data for the purpose of contacting churches in membership with BUW and BUW accredited Ministers.
What is the legal basis for processing this data: Legitimate interest.
However, we will seek specific consent:
- to publish details in the Annual Handbook which is made available for sale to BUW churches and distributed to those listed in Appendix A, and
- to share contact details with third parties/church related external requests (e.g. funeral directors)
What is the legal basis for processing this data: Written consent.
Information from individuals and churches in order to process ministerial accreditation, grant applications, employment applications and payments
- Detailed personal information, e.g. names, gender, age, marital status
- Additional personal information that is requested when processing an application for accredited ministry or employment e.g. education and employment history, journey to ministry.
- Personal and professional references, DBS information
- Where required bank details, national insurance details, HMRC details
- We may obtain information from members of any Baptist Union or denomination in the UK or overseas who are members of the European Baptist Fellowship, Baptist World Alliance or World Council of Churches or other church educational establishments, denominations of partner organisations.
What is the legal basis for processing this data: Legitimate interest
Information from individuals in order to provide pastoral support
- A written record will normally be held of any meetings including any information that you might share with us.
- Copies of written communication that you send to us.
- Information obtained from other relevant parties e.g. mentor, Association superintendent.
What is the legal basis for processing this data: Legitimate interest
Information from individuals to promote or highlight the work of the BUW and its churches
- Copy, photo or video footage of individuals for use in our publications and/or website.
What is the legal basis for processing this data: consent.
However, when we use general photographs or video footage from conferences or seminars or meetings we will make appropriate arrangements to advise those present that material from the event could be used for the purposes of highlighting the work of the BUW/churches and that any attendees not wishing to appear in photographs or footage should advise BUW accordingly.
Information from individuals in order to send marketing material and information via our monthly newsletter
- These are sent out once a month to highlight news, events and services we offer that may be of interest to any members of our churches or members of the public
What is the legal basis for processing this data: consent.
Information in relation to complaints
A written record of all complaints received will be held.
Website and social media
Cookies may be used to store information about you and your activity. If you wish to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. If you wish to restrict or block web browser cookies that are set on your device, you can do this through your browser settings; the Help function within your browser should tell you how. Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of desktop browsers.
- WHERE WE STORE YOUR PERSONAL INFORMATION
We are committed to storing your personal information securely. This means that only our small staff team have access.
Information is stored on our database, in paper form or both. All computers are password protected as is our database. Confidential information is encrypted. Paper files which hold personal information are stored in securely locked cupboards. Keys are kept securely.
Personal information is held until it is no longer required (which in the case of church officers means when they step down) and financial information is kept for 7 years.
Personal key contact information is held in relation to chapels and their officers for 2-3 years following a closure and is then archived when the data base review is undertaken every 3 years. In addition we hold archived chapel files for historical record purposes. Financial information is kept for 7 years.
- WHAT WE USE YOUR PERSONAL INFORMATION FOR?
- BUW Database: The database is accessed by office-based staff only and is used to enable the Union to communicate effectively with its ministers and churches.
- Annual Handbook: To assist the Union, churches and Associations to network and communicate effectively
- To process Ministerial Accreditation applications
- To process Student Bursaries
- To process Grant Applications (normally churches and Associations)
- To send information in relation to events, news and updates from the BUW to Ministers, Associations and Churches and Surviving Spouses of Deceased Ministers.
- To send information from related organisations and trusted third parties as listed in Appendix B.
- TO WHO DO WE PASS ON YOUR INFORMATION?
In response to specific requests from church members we will pass on contact details for Church Secretaries, Accredited Ministers and Church Workers unless you have specifically requested that we do not share your details.
In relation to matters of accreditation – members of any Baptist Union or denomination in the UK or overseas who are members of the EBF, BWA World Council of Churches or other churches educational establishments, denomination or partner organisations if appropriate. Such information will not be sent outside the European Economic Area without your specific consent.
In addition we will pass on your information where necessary for our processing to the following:
- Organisations who provide services for us (such as the Interdenominational Protection Panel, Microsoft, Bublup, Mailchimp)
- Payroll services and banking services (where you make a donation to us or we pay you for services rendered)
- Occasions may arise when we are required to disclose personal data by law, for example, a court order, local authority.
- Regarding issues relating to children or vulnerable people at risk of harm or potential harm. In such cases, matters will always be discussed with the relevant officer from the Interdenominational Protection Panel.
- Others who may request information from us for their own purposes: local authorities, police, fire service, government departments, health authorities, medical practitioners.
Requests from these agencies would be considered on a case by case basis in accordance with data protection law.
- Any other general contact detail requests concerning church work but only if you have given us consent.
We do not give out your information for marketing or commercial purposes.
CONFIDENTIAL INFORMATION
Where you have given us information expressly in confidence we will keep this information confidential. This means that we will store it securely and not share it with other parties unless you have given us explicit permission to do so or there is a statutory duty or court order to disclose. Where we cannot provide our services or support for you unless we can share this information with others, we will require that any information we so share is in turn kept confidential by those other persons. Others may supply information to us which is confidential, particularly for accreditation purposes or pastoral support for Ministers. Where information is confidential we may not be able to share the information or the source with you.
YOUR RIGHTS
You have a number of rights in relation to the personal data that is held about you. You can request a copy of personal data about you that we hold and how this is processed. You also have the right to update, amend, restrict or withdraw consent to the processing of your data along with the right to erase your data. Should you wish to exercise your rights then please contact the Baptist Union of Wales, Y Llwyfan, College Road, Carmarthen SA31 3EQ. 0345 222 1514 post@ubc.cymru
SUBJECT ACCESS REQUIREMENTS
Requests for information will be processed within one calendar month and are free of charge.
CONTACTING US
You are welcome to contact us if you have any queries in relation to this Privacy Statement at:
Baptist Union of Wales
Y Llwyfan
Carmarthen
SA31 3EQ
0345 222 1514
post@ubc.cymru
COMPLAINTS
If you are concerned about the way your information is being handled then please contact, in the first instance, the Baptist Union of Wales, Y Llwyfan, College Road, Carmarthen SA31 3EQ. Telephone: 01267 245660 E-mail: post@ubc.cymru
If you remain unsatisfied with the outcome then you can refer the matter to the ICO via the website: https://ico.org.uk/concerns/handling/ or you can call the helpline on 0303 123 1113
CHANGES TO THIS STATEMENT
This statement may change. The current statement will be displayed on our website
22 November 2022
Appendix A
SWBC College
Y Coleg Gwyn
Interdenominational Protection Panel
Free Churches Group
Presbyterian Church of Wales
Undeb yr Annibynwyr Cymraeg/ Union of Welsh Independents
Llyfrgell Genedlaethol Cymru/ National Library of Wales
Regent’s Park College
The British Library
Agency for the Legal Deposit Libraries
Appendix B
BWA
EBF
BUGB
SWBA
Christian Aid
Cyngor Ysgolion Sul (Welsh Sunday Schools Council)
Cytûn
BMS
Dechrau Canu Dechrau Canmol
Free Church Council of Wales