Privacy Policy

Data Privacy Notice

The Parochial Church Council (PCC) of St Mary’s, Billingshurst.

1. Your personal data

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 (the GDPR).

2. Who are we? 

The PCC of St Mary’s, Billingshurst is the data controller. 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, Billingshurst 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

– To provide church services, events and activities

– To administer membership records

– To fundraise and promote the interests of St Mary’s, Billingshurst

– To manage our employees, interns and volunteers

– To maintain our own accounts and records (including the processing of gift aid applications)

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

We rely on one or more of the following reasons in law which give us the right or the duty to process personal data:

Consent: On occasion we seek explicit consent for us to process data, particularly data which is classified as sensitive. This may include processing of data regarding children, and vulnerable adults.

Legal obligations: Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

Legitimate interests: Our purposes are the provision of church services, events and activities. In accordance with these, we carry out processing in our capacity as a not-for-profit body with a political, philosophical, religious or trade union aim with the provision that: 

– The processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and your interests and fundamental rights do not override those interests. 

– A Legitimate Interest Assessment (balance test) has been conducted and documented. 

5. Sharing your personal data

Your personal data will be treated as strictly confidential. We use trusted organisations as third party data processors to carry out some of our administrative and financial purposes, and ensure through legally binding contracts that these organisations maintain complete confidentiality of your data and themselves comply fully with the GDPR. We will only share your data with other third parties with your consent, or as required to comply with statutory obligations.

7. How long do we keep your personal data?

In general, we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

Specific examples illustrate this: 

Church members: on people involved in St Mary’s while it is still current and up to 2 years after a person has ceased to be involved with all aspects of our church life

Financial matters: gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate

Parish registers: information on baptisms, marriages and funerals permanently, as required by the Church of England

8. Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights concerning your personal data: –

– The right to request a copy of your personal data which the PCC of St Mary’s, Billingshurst holds about you

– The right to ask us to correct any personal data if it is found to be inaccurate or out of date

– The right to ask for your personal data to be erased where it is no longer necessary for the us to retain such data

– The right to withdraw your consent to the processing, where consent is used as a basis for such processing

– The right to ask us to stop processing your data during any dispute about the accuracy or processing of your personal data

– The right to lodge a complaint with the Information Commissioners Office

9. 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.

10. Contact Details

To exercise all relevant rights, queries of complaints, please contact the Church Office at or on 01403 782332. 

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.

This policy applies from 3rd March 2020.


Website-specific Privacy Notice


The information you provide is intended to be used in the context of the website and the activities St Mary’s undertakes, and it’s not intended to be used outside that context.

Information collected

Where a registration and login facility is available, your details will be recorded and used to identify you in order to provide appropriate access to resources.

Other data may also be recorded (comments, contact information), which will be used in the context of the associated application.

The Internet works by sending information between servers and clients (eg browsers) identified with ‘IP Addresses’. The IP addresses are logged together with time, page requested and browser type as part of the site’s normal operation, and are used to record general activity on the site. No direct personal information is stored.


Cookies are small pieces of data that are used internally by the web application software to maintain sessions and in some cases to associate users with preferences on the site. Most browsers have the ability to report, block, or remove cookies, if you wish, though this can affect your experience of the site.


People provide information when completing the Contact Page webform. We keep this information on the site for a limited period, and send it to the people managing the activity.


All data is stored in the UK.

Other sites

The websites may contain links to other websites. St Mary’s, Billingshurst is not responsible for the privacy policies of those sites and we encourage you to read their privacy notices.

St Mary’s Church

12 East Street


RH14 9PY