Privacy Notice for the General Trustees Asset Management Database
Church of Scotland General Trustees is providing you with this information to comply with data protection law and to ensure that you are fully informed and we are transparent in how we collect and use your personal data.
Who is collecting the information?
Church of Scotland General Trustees is the Data Controller. We have an appointed Data Protection Officer (DPO), Alice Wilson, who can be contacted by emailing: Privacy@churchofscotland.org.uk
Why are we collecting it and what are we doing with it (Purpose)?
This is to enable the General Trustees and wider church to manage assets more effectively. This will include the management of tenancies.
Your Personal Data
We collect and process Individuals' names, contact details and addresses.
How are we collecting this information? What is the source?
The data is sourced from the tenant or the local church representatives and then checked with the tenant.
The lawful basis for the processing
The processing of personal data for recruitment purposes are 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".
Who we share the information with
The Church of Scotland General Trustees use a database to manage their assets. Civica and NPS provide the asset database system (Techforge). They are processors and have appropriate contracts in place. They will only act on the instructions of the Church in relation to how personal data is processed. Civica own the Techforge cloud-based platform. Both organisations are registered in the UK. The database is held in the cloud but is based entirely in the UK and there are therefore no data transfers outside the UK.
How long do we hold the personal data?
Personal data will be held for the length of the tenancy and thereafter for an additional period of 12 months to allow for the resolution of any outstanding matters relating to the tenancy. Following on from that the records are minimised and will only hold a basic record of tenancy to allow the General Trustees to carry out background checks, including assessing previous tenant's due care of the property, prior to a further tenancy being issued.
Individuals' rights in relation to this processing
Under data protection laws individuals have a number of rights, these are detailed here. Not all rights are absolute and some only apply in relation to the lawful basis for processing. For this purpose, the only right that does not apply is the Right to Object. All other rights apply. If you want to exercise any of your rights please contact the DPO at Privacy@churchofscotland.org.uk who will process your request accordingly and without undue delay, within the one month deadline.