Privacy Notice for Discretionary Housing Grant Fund

Church of Scotland Faith Action Leadership Team is the Data Controller. We have an appointed Data Protection Officer (DPO), Alice O'Sullivan, who can be contacted by emailing: Privacy@churchofscotland.org.uk

We collect your personal data for the purposes of considering, reviewing and reaching decisions about the discretionary housing grant fund applications; for assisting grant applicants in the application process and to fulfill contractual or other legal obligations; and to further the charitable aims of the Church. The fund is there for FTWAS Candidates for the Ministry who are receiving the Candidate grant, FTWAS Probationer Ministers serving in a placement and Assistant Ministers on the Assistant Minister Contract Scheme.

We collect names, address (including postcode), email address, contact phone number, your role in the Church (i.e. FTWAS Candidate for the Ministry receiving the Candidate Grant, FTWAS Probationer Minister serving in a placement receiving Probationary stipend payments, Assistant Minister on the Assistant Minister Contract Scheme or Familiarisation Candidate on Familiarisation Placement), where you are currently living, monthly payment towards cost of the accommodation (private contribution/mortgage payments/rent and council tax). We also collect your household monthly income (net of Tax and National Insurance and Pension Contributions). The household income should include all persons who contribute funds into running the home and whether there are any dependent children under the age of 18 living with you. The form also allows for any other relevant supplementary information to be provided in support of your application.

As this includes special category (sensitive) personal data, there will be additional safeguards in place to protect the data.

This will be collected directly from you, the applicant.

The lawful basis for processing is UK GDPR Article 6(1)(b) "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract".

As your application will identify religious beliefs, this means we are processing special category data. The lawful basis for processing this data is UK GDPR Article 9(2)(d) "processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects."

The Church will use and disclose the information within the Church of Scotland for the purposes of administering grants.

The Church uses Microsoft Forms for the application, there is an appropriate contract in place between the Church and Microsoft. Microsoft are our processors and there is an appropriate contract in place to ensure they only process data on our instructions.

We will keep your personal information for the period that you have contact with us through the grants process and for a period of up to seven years following the end of the purpose for which a grant is awarded for the purposes of auditing and in order to respond to any questions or complaints. Once this period of time has passed the data will be destroyed securely following Church procedures.

Under data protection laws individuals have a number of rights, these are detailed here.

Not all rights apply and it depends on the lawful basis as to what rights apply. For this purpose, the lawful basis is contract. This means that all of the rights apply except for the right to object. If you wish to exercise any of your rights, please email the DPO at Privacy@churchofscotland.org.uk who will process your request accordingly and without undue delay, within the one month deadline.