General Privacy Notice for applicants and beneficiaries 1. This privacy notice is provided to you by the trustees of the Cleaver Ordination Candidates Fund who are the data controllers for your personal data. 2. Data Processed We process some or all of the following where necessary to fulfil our charitable objects • Names, titles and aliases, photographs • Contact details e.g. telephone numbers, addresses and email addresses • Demographic information such as gender, age, date of birth, marital status, nationality, educational and work history, academic and professional qualifications, family composition, and dependants • Financial identifiers such as bank account numbers, and information on household income • Data relating to your religious beliefs We may also process other categories of sensitive personal data, such as racial or ethnic origin, sex life and sexual orientation, mental or physical health, details of medical treatment, political beliefs and affiliations, criminal and other judicial records, if you have chosen to provide this information. 3. Purpose of Processing We use your personal data for some or all of the following purposes: • To enable us to fulfil our charitable objects, namely, the support and encouragement of Anglican ordinands committed to a traditional Catholic understanding of the priesthood and episcopate, and to urge the importance of continuing sound theological learning among the clergy. This is mainly through the provision of grants. • To enable us to meet legal and statutory obligations • To maintain our own accounts and records • To promote the interests of our charity, the Church of England and the wider Anglican church • To notify our beneficiaries of events • To process applications for roles • To carry out any other voluntary or charitable activities as provided for in our constitution We will comply with our legal obligations to keep personal data up to date, not to collect or retain excessive amounts of data, to keep personal data secure and destroy it securely, and to protect personal data from loss, misuse, unauthorised access and disclosure, and to ensure that appropriate technical measures are in place to protect personal data. 4. Legal Basis for Processing We are most likely to process your data because it is necessary for our legitimate interests, or the legitimate interests of a third party. We will always take into account your interests, rights and freedoms. We may process your data because it is necessary for us to comply with a legal obligation. We may process your data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details. Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use. 5. Data Sharing We will only share your personal data with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. We may need to share your data with some or all of the following (but only where necessary): • Our agents and contractors e.g. to send books • Other persons or organisations operating within the field of theological education and clergy training e.g. theological colleges, universities, personal tutors, supervisors • Persons whom you have named as referees or with whom you have told us you have an ecclesiological relationship e.g. for lay persons, your parish priest; for clergy, your bishop. 6. Data Retention Our policy with regard to data retention is as follows: • We will keep some records permanently if legally required to do so. • The minutes of our meetings, which constitute the historical record of our activities, are retained permanently. These include the name and institution or diocese of each applicant, and any amounts awarded, but no other personal data. • Financial records which include personal data are kept for seven years and then deleted/destroyed. • Personal data relating to unsuccessful applicants are deleted/destroyed after the meeting at which their application was considered. • Personal data relating to successful applicants are retained for five years and then deleted/destroyed. 7. Your Rights You have the following rights with respect to your personal data:
8. Contact Details Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at: The Clerk 20 Ogleforth York YO1 7JG Email: clerk@cleaver.org.uk You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. |