Data Privacy Notice – West Hereford Team

The Parochial Church Councils of the West Hereford Team

This Privacy Notice is provided by the Parochial Church Councils (PCCs) of All Saints, Holy Trinity Whitecross, and St Michael’s Breinton, together forming the West Hereford Team, to explain what to expect when we collect and process your personal information in accordance with the UK GDPR.

Data Controller

The data controller is:

Reverend Jonathan Widdess The Vicarage, Vowles Close, Hereford, HR4 0DF

For more information, please go to: westhereford.org.uk/privacy

Date of publication: 25 July 2026, version 1

This version should be kept on file for six years, so that we have a record of what was stated if a data subject raises a query or complaint about how their data was processed at that time.

1. Why we collect and use your personal data

We use personal data for the following purposes:

Your name and contact details, to keep you informed of news and events across the West Hereford Team and the Diocese of Hereford.
To include your details in the church directory, where you have agreed to this.
To maintain statutory registers of baptisms, banns, weddings, and funerals.
To administer the electoral roll.
To process Gift Aid claims on your donations.
To provide pastoral care and support, including in safeguarding matters.
To take and use photographs, video, or livestream recordings of services and events.

2. The categories of personal data we collect

Name and contact details.
Date of birth, where relevant to a particular service or register.
Visual images: photographs, video, and livestreaming.
Financial information, for Gift Aid and giving records.
Records of attendance or involvement in church life, kept for pastoral purposes.

We also process special categories of information that may include:

Religion.
Health, where this is relevant to pastoral care or safeguarding.
Ethnic origin, where this is provided voluntarily for equality monitoring.

3. The lawful basis for processing your personal data

Consent. We ask your consent to send you information about church events or newsletters, and to include you in the church directory.
Legal obligation. We are required by law to collect and process data for weddings, funerals, baptisms, and banns.
Legitimate interests. We process data as part of the ordinary pastoral and administrative work of the PCCs, as not-for-profit religious bodies.

Where we process special category data, our basis under Article 9 is that this is carried out in the course of the legitimate activities of a not-for-profit body with a religious aim (Article 9(2)(d)), or your explicit consent, for example when you agree to appear in a photograph.

4. Where we collect your data from

From you directly.
From the Diocese of Hereford.
From funeral directors, when arranging a funeral.
From other churches, when a member transfers to or from the West Hereford Team.

5. Sharing personal data

Your personal data will be treated as strictly confidential. It will only be shared with the PCCs of the West Hereford Team, the Diocese of Hereford, and, where you have agreed to appear in the church directory, with other church members.

6. How long we keep data

We keep data in accordance with the guidance set out in Keep or Bin: The Care of Your Parish Records, published by the Church of England: Records management guides | The Church of England.

7. Your rights and your personal data

Unless subject to an exemption under the UK GDPR, you have the following rights with respect to your personal data:

To request a copy of the personal data the PCCs of the West Hereford Team hold about you, known as a Subject Access Request.
To ask us to correct any personal data that is inaccurate or out of date.
To ask us to erase your personal data where it is no longer needed.
To withdraw your consent to processing at any time, where we rely on consent.
To ask us to provide your data in a structured, commonly used, machine-readable format, and to transmit it to another data controller in limited circumstances.
To ask us to restrict further processing where there is a dispute about the accuracy of your data.
To object to processing in limited circumstances.
To lodge a complaint with the Information Commissioner’s Office.

8. Concerns or complaints

To exercise any of these rights, or to raise a query or complaint, please contact the PCC Secretary or Parish Administrator:

Mrs Fiona Madison, Parish Administrator office@westhereford.org.uk 01432 273086

You can also contact the Information Commissioner’s Office on 0303 123 1113, or via their website: Contact us | ICO.