ASHFORD COMMUNITY CHURCH TRUSTEES - Registered Charity No. 1165151

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 Ashford
Community Church’s possession or likely to come into such possession. The processing of
personal data is governed by the General Data Protection Regulation (the “GDPR”) 2018.

2. Who are we?
The Trustees of Ashford Community Church [ACC] hold responsibility for how your personal
data is processed and for what purposes. The Trustees are the Data Controller, with AH
managing GDPR day to day (contact details below).

  • 3. How do we process your personal data?
    The Trustees of ACC comply with their 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
    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 in our Registered Charity Constitution;
     To administer Church/Fellowship 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
     To inform you of news, events, activities and services running at ACC;
     To share your contact details with the ACC Pastor & Elders, so they can keep you
    informed about news, events, activities and services that will be occurring at ACC which
    you may be interested in.

4. What is the legal basis for processing your personal data? With Consent of the data subject so that we can keep you informed about ACC news,
events, activities and services or;
 Processing is necessary for carrying out Legal Obligations under employment, social
security or social protection Law, process your gift aid donations or a Contract agreement
 Processing by ACC as a registered Charity with a religious aim i.e. a Legitimate Interest: -
o the processing relates only to members or former members (or those who have
regular contact with it in connection with those purposes); and
o there is no disclosure to any 3rd Party without consent.

5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other
people in the church in order to carry out a service to other church members or for purposes
connected with the church. We will only share your data with 3
rd Parties outside of ACC with
your express consent.

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 gift aid declarations and associated paperwork for up to 6 years after the
calendar year to which they relate; and DBS related data permanently (in compliance with ICO

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 Trustees of ACC hold about
 The right to request that the Trustees of ACC 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
Trustees of ACC 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 or complaints please in the first instance contact the
Chairman of the Trustees at Ashford Community Church, Francis Road, Ashford TN23 7UR or via
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: -