Privacy Notice

  1. Your personal data – what is it?

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”).

  1. Who are we?

The Bedwas, Machen, Michaelston-y-Fedw & Rudry Parish Trust are the data controllers (contact details below).  This means the charity decides how your personal data is processed and for what purposes.

  1. How do we process your personal data?
  • The Bedwas, Machen, Michaelston-y-Fedw & Rudry Parish Trust 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 a secure, online system called “ChurchSuite” to manage your data ( and this is GDPR compliant. We use an an email management system called “Mailchimp” ( to communicate with our data subjects as well as “HomeBase” ( which is an app for our volunteer management. We use two finance processing systems called “GoCardless” (, “Stripe” (, “SumUp” ( and “Square” ( to manage online giving donations and online payments. We also use our website to store data and a ticketing platform called OSTicket to administer requests for practical and pastoral assistance as part of fulfilling one of our aims to be a philanthropic organisation.
  • We use your personal data for the following purposes: –
    • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified by the Parish Trust;
    • To administer membership records;
    • To fundraise and promote the interests of the charity;
    • To manage our employees and volunteers;
    • To maintain our own accounts and records (including the processing of gift aid applications);
    • To inform you of news, events, activities and services running within the charity;
    • To share your contact details with the Diocesan Office so they can keep you informed about news in the diocese and events, activities and services that will be occurring in the Diocese of Monmouth and in which you may be interested;
    • To manage and streamline administration tasks;
    • To ensure compliance in Safeguarding and Church in Wales policies;
    • To facilitate pastoral care.
    • To provide you with services that are of benefit to you.
  1. What is the legal basis for processing your personal data?

Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about our events.

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

Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –

  • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
  • there is no disclosure to a third party without consent.
  1. Sharing your personal data

    Your personal data will be treated as strictly confidential and will only be shared with other authorised members of the charity (including, but not limited to: Trustees, Paid Staff, Clergy, Parochial Church Council Secretaries, Electoral Roll Officers, Safeguarding Officers, Treasurers/Gift Aid Officers, Small Group Leaders and Children/Youth Workers) in order to carry out specific and appropriate services to other church members or for purposes connected with the charity. We will only share your data with third parties outside of the charity (other than the ones already mentioned) with your explicit consent and due notification.
  1. How long do we keep your personal data?
    Specifically, we retain Electoral Roll data while it is still current. The Electoral Roll is updated every five years (revisions taking place when the year ends in a ‘5’ or ‘0’.) When the Electoral Roll is reviewed, all the details of those who have not applied to be re-entered on to the Roll will be retained for a further period of 12 months. After the 12 month period, the data will be deleted unless we have received explicit notification that the data subject wishes to grant ongoing consent either to stay connected and affiliated with the charity, or to be re-entered onto the Electoral Roll.

Gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and parish registers (baptisms, marriages, funerals) permanently. All data is reviewed regularly and ongoing permission is sought from the data subjects.

  1. Your rights and your personal data
    Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
  • The right to request a copy of your personal data which the The Bedwas, Machen, Michaelston-y-Fedw & Rudry Parish Trust hold about you;
  • The right to request that the The Bedwas, Machen, Michaelston-y-Fedw & Rudry Parish Trust  corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for The Bedwas, Machen, Michaelston-y-Fedw & Rudry Parish Trust  to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.
  1. 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.

  1. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact [email protected] or telephone 02921 880 212, or write to The BMMR Parish Trust Offices, St. Thomas’ Church, Trethomas, Caerphilly, CF83 8FL.

Last updated: 17/07/2020