DATA PRIVACY NOTICE
ROCHESTER DIOCESAN BOARD OF EDUCATION
WHO ARE WE?
The Rochester Diocesan Board of Education (RDBE) is a statutory body established under the Diocesan Boards of Education Measure 1991 (as amended) and other legislation.
The functions of the RDBE are set out in the 1991 Measure and include.
- To promote or assist in the promotion of education in the Diocese, being education, which is consistent with the faith and practice of the Church of England.
- To promote or assist in the promotion of religious education and religious worship in schools in the Diocese and
- To promote or assist in the promotion of Church of England schools in the Diocese and to advise the governors of such schools and trustees of church educational endowments and any other body or person concerned on any matter affecting Church of England schools in the Diocese
This Notice sets out what data is held by the RDBE, and the purposes for which we hold it.
For the purposes of data protection, the RDBE is the data controller and decides how your personal data is processed and for what purposes.
YOUR PERSONAL DATA.
Personal data means any information relating to an identified or identifiable natural person (known as the “data subject”). The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
WHY DO WE HOLD YOUR PERSONAL DATA?
- To enable us to support the mission of the Church of England in the Diocese.
- To carry out our statutory functions as set out in the 1991 Measure, including the following:
- to promote education in the Diocese which is consistent with the faith and practice of the Church of England
- to promote or assist in the promotion of religious education and religious worship in Church of England schools in the Diocese
- to promote or assist in the promotion of Church of England schools in the Diocese and
- to advise the governors of such schools and trustees of church educational endowments and any other body or person concerned on any matter affecting Church of England schools in the Diocese
- To communicate with head teachers, teachers, school staff, governors, parents, and children.
- To provide support, including advice, training, and professional development.
- To manage schools and other property.
- To manage our employees and volunteers.
- To maintain our own accounts and records.
- To provide funds to support Church of England schools in the Diocese.
- To manage trusts.
- To manage our website.
- To inform the people listed in paragraph 4 below of news, events, training, and services running either within the Diocese of Rochester or further afield through:
- Mailings (by email and or hard copy) from which you can unsubscribe at any time and
- Newsletters (by email and or hard copy), from which you can unsubscribe at any time
- To enable us to provide a service for the benefit of the public within the Diocese, and to respond to enquiries or complaints from members of the public who approach the RDBE for any reason.
WHAT DATA DO WE HOLD?
To enable us to carry out our mission as set out in paragraphs 1 and 3 above, we hold the personal data of:
- CEOs, Head teachers, teachers, and school staff.
- Governors, Trustees, Directors, and clerks.
- Members of the Rochester Diocesan Board of Education and its Committees and working groups.
- Pupils, in some cases.
- Staff employed by the RDBE and Rochester Diocesan Board of Finance (RDBF).
- Job applicants.
- DBE volunteers.
- Course providers and
- SIAMS inspectors.
We hold the following personal data:
- Personal and contact details
- Family details in some circumstances
- Office or role in the Diocese (eg head teacher; clerk to the governors; member of the Board of Education)
- Courses or training events attended and
- Financial details, where needed to make payments.
HOW DO WE COMPLY WITH GDPR?
The RDBE complies with its obligations under the GDPR by:
- Keeping personal data up to date (we rely on you to help us do that by letting us know of any changes).
- Storing it securely.
- Only collecting the data, we need for specific purposes and not using it for any other purpose without consent.
- Only collecting the data, we need for the purpose we are using it.
- Protecting personal data from loss, misuse, unauthorised access, and disclosure and
- Ensuring that appropriate technical measures are in place to protect personal data.
WHAT IS THE LEGAL BASIS FOR PROCESSING YOUR DATA?
We hold your data for one or more of the following reasons:
- To enable us to carry out our mission as set out in paragraphs 1 and 3 above we have a “legitimate interest” in holding your dat
- To comply with our legal obligations eg to arrange appointments to the RDBE and other bodies.
- For the performance of a contract to which you are a party.
- To protect the vital interests of the data subject or where that person is incapable of giving consent.
- For the performance of a task carried out in the public interest.
- Where your data is used other than in accordance with one of the above reasons, we will first obtain your consent to that use.
- As a not-for-profit religious organisation, the RDBE is permitted to process information about your religious beliefs to administer membership or contact details, 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 except as set out set out in paragraph 7 below.
SHARING YOUR PERSONAL DATA
The RDBE holds data on the following systems where processing is necessary for the purposes of legitimate interests pursued by the RDBE. We may need to share your personal data within the RDBF or the RDBE, with other bodies within the Church of England and with other individuals or bodies as set out below, to carry out our legitimate interests as the RDBE or where necessary to discharge our legal obligations.
The Diocesan Contact Management System (CMS) is an online Church of England Portal which includes personal data (contact details) of head teachers, teachers, school staff, governors, and members of the RDBE and others listed in paragraph 4 above. The RDBE shares personal data between the following:
- Staff and contractors of the RDBE and RDBF.
- Trustees, Directors and Members of the RDBE and RDBF and their sub-committees.
- Academy Trusts.
- The offices of the Bishop of Rochester and the Bishop of Tonbridge.
- The Archdeacon of Bromley & Bexley.
- The Archdeacon of Rochester.
- The Archdeacon of Tonbridge.
- The Diocesan Registrar.
- Other Dioceses.
- The Church of England Education Office.
- Rochester Cathedral.
- Local Authorities.
- Clergy and schools within the Diocese and
- PCC officers and volunteers within the Diocese.
HOW LONG DO WE KEEP YOUR PERSONAL DATA?
We keep data in accordance with our legal requirements and the guidance set out in the guide “Save or Delete: The Care of Diocesan Records” which is available from the Church of England at
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 RDBE holds about you.
- The right to request that the RDBE 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 RDBE to hold same.
- 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).
- 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) and
- The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy 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.
If you have any queries about data protection and the RDBE please contact John Constanti at firstname.lastname@example.org
Telephone 01634 560000
You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
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