Local churches, Circuits and Districts find themselves holding a variety of personal data including details of members and employees. The information accessible from this Data Protection page explains the obligations imposed on Managing Trustees in relation to this data under Data Protection legislation. The guidance helps Managing Trustees to identify what personal data is, how to hold it securely and for what purposes  that personal data can be used. This includes Circuit and District directories.

Managing Trustees will find it helpful to refer to the following documents and guidance in the Data Protection Toolkit.

Guidance for Managing Trustees on Data Protection

Data Protection Toolkit

 

The data protection toolkit is comprised of the following policies, guidance and templates:

 

Privacy Notice

  • Privacy Notice - This outward facing document tells people what the Local Churches, Circuits and Districts do with their information and how it is kept safe.

Policies

  • Data Protection Policy* - An overarching “policy” or “rulebook” that those handling personal data within Local Churches, Circuits and Districts need to follow clarifying what everybody’s responsibilities are. Read this policy alongside the Data Protection Responsibilities in a Nutshell guide with its practical examples and summary of the responsibilities placed on Managing Trustees and the controllers.
  • Data Security Policy*  – Policy and practical guidelines on keeping personal information safe.
  • Breach Policy (Interim)*  – Practical guidelines on how to respond to the loss or unauthorised disclosure of personal information.
  • Subject Access Request (SAR) Policy – Please refer to refer to the current SARs Policy in Sections (8) to (11) of the Data Protection Booklet and the checklist in Section (11).

* Where a document is marked with a star, it is available on the password protected part of TMCP's website. This is because these policies are internal policies rather than the external facing Privacy Notice. Managing Trustees who do not already have the password, please contact TMCP.

Template Notices, Registers and Forms
Guidelines and Schedules

 

Additional Guidance:

 

 

Videos and Slides:

Guidance notes:

Articles:

Charts:

  • GDPR Changes at a Glance – Chart summarising the changes brought in by the General Data Protection Regulation (GDPR).

FAQs:

  • Data Protection FAQs – A sample of questions frequently asked by Managing Trustees about data protection issues.

Publications:

  • Data Protection Booklet  – Detailed guidance on the obligations on Managing Trustees under the Data Protection Act 1998 and the role of TMCP as data controller.
  • Data Protection Responsibilities in a Nutshell - Summarises the steps that volunteers, ministers and staff within the Church need to take to protect each other's privacy and keep personal information safe. Also available to print in booklet format.

External guidance:

Practical guidance in the form of questions and answers is available via the Parishes Resources website in the Archbishop Council’s Parish Guide to the General Data Protection Regulation (GDPR). Although aimed at the Church of England and containing much of the same information as the General Data Protection Regulation (GDPR) Guidance Note  Managing Trustees may find the guidance of assistance.

Please watch this space for new and upcoming guidance, policies and templates on Data Protection.

What do we do if we receive a data subject access request (SAR)?

Managing Trustees need to be aware that individuals have a legal right to know what data is being held about them by making a Data Subject Access Request (SAR). If you receive a SAR please forward this to TMCP immediately as TMCP currently acts as advisor on “Data Subject Access Requests”.

Although TMCP has devised the SAR Form for an individual to complete and submit, there is no specific format which a request for data should take.  If Managing Trustees receive an SAR from an individual then there is a statutory time period of 30 calendar days in which they must respond and Managing Trustees must contact TMCP in its role as data controller at the earliest opportunity.  If Managing Trustees fail to take immediate action within the timescales, they could be liable to a fine or legal proceedings could be instigated as a result of non-compliance with the Act. Please refer to Section C3 of the General Data Protection Guidance Note  for details of the changes to be brought in under the GDPR.

Staying updated

The working party will be regularly updating the Church on developments so please keep referring back to this page and see the Methodist Church website.

You can also receive email alerts from TMCP if you “sign up” to receive notification of new articles published in the News Hub section on the TMCP website. Please sign-up to receive notifications from TMCP’s website to ensure that you receive notice of new and updated guidance on data protection. To do this please look out for the “Stay updated” banner appearing at the foot of each webpage, insert your contact email address and confirm you would like to receive notifications when you receive a welcome email from TMCP.
 
If you have any general queries on Data Protection please contact TMCP.

 

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Index

Managing Trustees' Privacy Notice

The privacy notice for Local Churches, Circuits and Districts within the Methodist Church in Great Britain.