This document sets out who we are, what personal information we collect and what we do with the personal information we collect from people when they:
- visit our website www.holycrossedinburgh.org
- make enquiries via email, phone, or at meetings and events
- complete and submit any forms available on our website.
If, when you use this website or contact us in other ways, you provide information from which you can be personally identified, it will only be used in accordance with this privacy notice.
Holy Cross Church may change this policy occasionally by updating this page. You should check this page from time to time to ensure that you are happy with the changes.
Who we are
Holy Cross is an Episcopalian (Anglican) church in the village of Davidson’s Mains in the North West of Edinburgh. Holy Cross is a Registered Scottish Charity, No SC015766.
The Vestry of Holy Cross, Davidson’s Mains and the Rector or Priest in Charge (the Clergy) are each a data controller (contact details below). This means they each decide how your personal data is processed and for what purposes.
Our address is: Holy Cross Church, Quality Street, Davidson’s Mains, Edinburgh, EH4 5BS.
We can be contacted by email at email@example.com
Personal information that we collect
Suggested text: When visitors leave comments on the site we collect the data shown in the
We may ask you to provide:
- Contact information, including email address.
We may also collect:
- Any other information that you choose to provide us with when you email us or otherwise make contact with us
- Details of your visit to our site, using a website analytics service.
When we collect personal information
We collect information that can personally identify you when you:
- complete any of the forms on our website and send them to us
- phone or email to make an enquiry.
How we use your personal information
The Vestry of Holy Cross, Davidson’s Mains and the Clergy comply with their obligations under the GDPR by: keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure; and ensuring that appropriate technical and organisational measures are in place to protect personal data.
We use your personal information for the following purposes:
- To process enquiries
- For record keeping, our own business analysis and internet reporting
- To communicate with you, including to respond to information requests, enquiries submitted and/or to obtain your feedback on our services
- To fundraise and promote the interests of the charity
- To inform you of news, events, activities and services running at Holy Cross and in the broader Scottish Episcopal Church
- 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 and in which you may be interested
- To share your contact details with the diocesan office if you are appointed to a role within the congregation or diocese for the purposes of church administration
- To share your contact details with the General Synod Office if you are appointed to a role within the congregation or diocese for the purposes of church administration
- To enable us to provide a voluntary service for the benefit of the public
- To investigate any complaint you make.
Who will your personal data be shared with?
Your personal data will be treated as strictly confidential and will be shared only as set out in this section. Your personal data may be shared with members of the Vestry and clergy and staff of the congregation, the diocesan office and, if you are appointed to a role within the congregation or diocese, with the General Synod Office.
If you serve on any committee or take on any duty, rota or role within the congregation, your personal data may be shared with other members of the congregation. You will be informed if your personal data will be shared more widely.
We may also share your information or disclose it to third parties where required to comply with any court order or other legal obligation or when data is requested by government or law enforcement authorities, to enforce any agreements, or to protect the rights, property or safety of us, members of the congregation or others.
Legal basis for processing
There must be a legal basis for any processing of personal data that we carry out. We process data for a range of purposes. The legal basis that we use for processing personal data varies depending on the purpose for which it is being processed.
- Explicit consent of the data subject;
This is so that we can keep you informed about news, events, activities and services and other events throughout the Scottish Episcopal Church via email, telephone and text; and share any sensitive personal data with the clergy, the Vestry, diocesan authorities and General Synod Office, for example, the fact that you have joined the Communicants’ Roll.
If you are an employee of the Vestry and the 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)
- there is no disclosure to a third party without consent.
Processing is necessary for our legitimate interests. This means that we can process your personal data if (i) we have a genuine and legitimate reason; and (ii) are not harming any of your rights and interests.
Our legitimate interests include: processing for the purposes of church administration; processing your Gift Aid donations; fundraising; sharing information about the church.
You can object to processing carried out on the basis of legitimate interests at any time by emailing firstname.lastname@example.org.
How long we keep your personal information
We retain personal information for no longer than is necessary for the purposes for which the personal data is collected. When determining the relevant retention periods, we take into account factors including:
- Legal obligations
- Potential disputes
- Guidelines issued by relevant data protection authorities.
We keep data in accordance with the guidance provided by the Scottish Episcopal Church.
Specifically, we retain Communicant and Adherent Roll data while it is still current and certain historic records are held in our archive for six years (others such as Vestry minutes are held permanently); Gift Aid declarations and associated paperwork for up to seven years after the tax year to which they relate; and church registers (baptisms, marriages, funerals) and certain other records such as Vestry minutes permanently (after 30 or 50 years they will be deposited in the National Records of Scotland according to Scottish Episcopal Church records policy).
Links to third party websites
Our website contains links to other internet websites. We are not responsible for the privacy practices or the content of such websites, including such sites’ use of any personal information.