Flamstead Heritage Notice 2. Privacy Notice: (contributors, data subjects)
last updated 18th July 2023
The PCC is bound by the Church of England Privacy Policies, which are set out in the National Church Institutions Privacy Notice. This Project Privacy Notice should be used in conjunction with the above. See Flamstead Heritage Information Notice for how Flamstead Heritage is managed.
Our Contact Details
email address: contact at flamsteadheritage.org (replace “at” with @)
online: via our contact us form:
Postal Address: Flamstead Heritage, c/o St Leonard’s PCC, the Parish Office, St John’s Church, Church End, Markyate, Hertfordshire, AL3 8PY, U.K.
What personal data will we be collecting?
Personal data is any information that can be used to identify a living person. For the Flamstead Heritage Project’s purposes these data include:
- still or video images
- audio recordings of voices
- other information about an individual
However, we will rarely identify people by name for these purposes.
We also keep personal data of volunteers and contractors for administrative purposes.
What will we be doing with the data?
We will be collecting the data for use in the outputs of the Project, (the heritage material), including that published online, in print form, in exhibition material or stored in our collections. For Project content, see Information Notice | Ways Content is used by the Project.
How we get the personal information and why we have it
Some of the personal information we process will be provided to us directly by you to enrich the collection of material about Flamstead’s heritage.
We also receive personal information indirectly, from other contributors, authors, organisations, or historical sources.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- We have a legitimate interest. The whole rationale for the project is to create a widely available, community and research resource, which will prove of historical interest for future generations. We will be using the data in ways that you would reasonably expect, and which will have minimal privacy impact.
- Your consent. Where necessary under data protection regulations we will seek your consent to process your personal data. For example, if any visual/audio record is being made at a location that is not a public space, your consent will be sought,
For how long do we keep the data?
Because of the historical value of the data, the project’s content and outputs will be kept permanently, e.g. as part of our collection.
Data related to your involvement in the project e.g. as a volunteer or contractor, such as contracts, contact details etc., will be stored according to this notice.
How do we store the data?
Data will be stored securely, commensurate with its sensitivity.
With whom do we share the data?
Any personal data in the project’s content, subject to the above legal bases, may be published online, in particular on our Flamstead Heritage website (this website) and, if so, given a Creative Commons licence for re-use (CC BY 4.0).
The data may also be used on the Herts Memories website, managed by Hertfordshire Community Archive and hosted by Hertfordshire County Council.
Data related to your involvement in the project will be shared, as required, with The National Lottery Heritage Fund, our main funding partner.
Any personal data in the project’s content, subject to the above legal bases, may be published on our website and, if so, given a Creative Commons licence for re-use (CC BY 4.0).
Third party access
The project uses the following data processors for the provision of its services. These processors only manage the data according to our instructions and are bound by formal contracts.
UKChurches, who host our website.
Herts Memories, part of Hertfordshire Archives and Local Studies (HALS), who host some of the mainly photographic content.
Your rights under data protection law
You have a number of rights under data protection law to find out more about how your personal data are processed. The following rights have particular relevance for personal information published as part of this project.
Right of access (or “Subject Access Request”, “SAR” or “DSAR”) – You have the right to receive a copy of your personal information and information about how Flamstead Heritage uses it.
Right to rectification – You have the right to ask Flamstead Heritage to correct your personal information where it is incorrect or incomplete.
Right to erasure (or “right to be forgotten”) – You have the right to ask that your personal information be deleted in certain circumstances, such as where consent has been withdrawn, where it is no longer necessary to keep it or where it legally needs to be deleted.
Right to object – You have the right to object to Flamstead Heritage’s processing of your personal data in certain circumstances.
There is an exemption to these rights under the UK GDPR where the processing of personal data is for archiving purposes in the public interest. Where Flamstead Heritage falls within this, it will ensure the permanent preservation and usability of records of enduring value for general public interest and access.
For the process to notify us of any issues, please see our Remediation & Takedown notice. Flamstead Heritage should respond to these requests within 30 days.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at the address shown above under “Contact Details”.
You can also complain to the Information Commissioner’s Office if you are unhappy with how we have used your data.
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF, United Kingdom
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk