8 October 2018

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”).

2. Who are we?

SPIDIR is a network of Spiritual Directors based in the Diocese of Southwark, and run by volunteers. We run a training course for Spiritual Directors and manage a referral process for people looking for Direction. SPIDIR has a database of members, a separate database of trained Spiritual Directors, and when courses are running, a separate database of course members and leaders. SPIDIR also receives requests from people seeking referral to a Director. All this means SPIDIR is a “data controller” and decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

SPIDIR 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 your personal data for the following purposes: –
1. For General management of the Membership Database:
To keep in contact with you about events
To send you a regular Newsletter
To maintain our accounts and records of payment of Membership Fees
To forward occasional information from third parties that maybe relevant for those interested in Spirituality and Spiritual Direction
2. On the SPIDIR Training Course
To administer student records;
To manage our volunteers;
To maintain our own accounts and records (including attendance and the processing of course fees);
To inform students of course dates, information, homework, news, events and activities as part of the SPIDIR Course;
To share student contact details with SPIDIR if necessary for the smooth running of the SPIDIR Training Course.
3. On the SPIDIR Directory of Spiritual Directors
To keep information about Directors up to date
To enable the Referrals Group to make informed decisions about referrals
To communicate with Directors about courses and other events relevant to them
To provide individuals seeking direction with basic contact details of the Director to whom they are being referred.
4. As part of the Referrals Process, personal data about individuals seeking a referral will be used
To enable the Referrals Group to make informed decisions about referrals
To enable contact to be made between Directee and Director

4. 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 diocesan 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.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared within the purposes set out in section 3 above, and with your consent.

6. How long do we keep your personal data?

We keep current Members data only as long as an individual is an active member of SPIDIR. All data will be deleted when you cease to be a member. Additional data held on the SPIDIR Directory of Spiritual Directors will be held as long as the individual is a Director. Data will be deleted on request.

7. 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 SPIDIR holds about you;
The right to request that the SPIDIR 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 SPIDIR 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.

8. 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.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the SPIDIR by emailing:
biddytaylor.spidirchair@gmail.com

You can contact the Information Commissioners 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.