Our Privacy Policy


The Parochial Church Council (PCC) of St Mary’s, West Horsley

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 possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (“GDPR”).

2. Who are we?

The PCC of St Mary’s, West Horsley 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?

The PCC of St Mary’s, West Horsley 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 a voluntary service for the benefit of the public in a particular geographical area as specified by the Diocese;
  • To administer membership records;
  • To fundraise and promote the interests of the charity;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, events, activities and services running at St Mary’s, or organised by the Horsley, Ockham and Downside Group Ministry or Churches Together in Horsley and Ockham.
  • To you inform you of news, events and activities supported by St Mary’s or likely to be of interest to St Mary’s members.

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

The law allows us to hold and process your personal data where:

  • Processing is carried out by a not-for-profit body with a religious 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.

For example, this would include contacting you and processing data with regard to giving and gift aid donations.

  • We have explicit consent of the data subject (you). For example, holding email address data for the purpose of keeping you informed about news, events, activities and services (although this could be seen as part of the legitimate purpose above).
  • Such data and processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

5. 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. We share your personal data with trusted third parties to help us maintain our records; for example, Churchsuite is the database that holds members’ contact details. For the avoidance of doubt, we do not sell or share your data with marketing agencies or other companies for their commercial purposes.

6. How long do we keep your personal data1?

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].

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; and parish registers (baptisms, marriages, funerals) permanently.

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 request a copy of your personal data which the PCC of St Mary’s, West Horsley holds about you;
  • The right to request that the PCC of St Mary’s, West Horsley 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 the PCC of St Mary’s, West Horsley to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • 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 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 or complaints please in the first instance contact the Church Office on 01483 281898 or via email or at The Wheelhouse, 82 East Lane, West Horsley KT24 6LQ

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.


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