General Privacy Notice

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:

1. The right to access information we hold on you
At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.
There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

2. The right to correct and update the information we hold on you
If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

3. The right to have your information erased
If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).

4. The right to object to processing of your data
You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

5. The right to data portability
You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

7. The right to object to the processing of personal data where applicable.

8. The right to lodge a complaint with the Information Commissioner’s Office.

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.

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