1. Personal data

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. Data Controller

The trustees of PCNI are the data controller (contact details below).  This means they decides how your personal data is processed and for what purposes.


3. How do we process your personal data?

The trustees of PCNI comply with their 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 personal data for the following purposes: -

  • to administer supporter records;
  • to maintain our financial accounts and records (including the processing of gift aid);
  • to provide news and information about events and activities;
  • to fundraise and promote the interests of PCNI;
  • to manage volunteers;


4. What is the legal basis for processing your personal data?

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; or
  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement; or
  • Explicit consent of the data subject has been given.


5. Sharing personal data
Your personal data will be treated as strictly confidential. We will only share your data with third parties with your consent.


6. How long do we keep data?

We retain data on the following basis:

Record Type

Members, adherents and friends contact details

Gift aid declarations and paperwork

Personal data relating to events for which additional information is gathered e.g. mission trips

Photographs and videos of events

Insurance Records

Safeguarding matters

Complaints (non -safeguarding)

Minute Books

Retention Period

24 months after the last contact

6 years after the calendar year to which it relates

Disposed of immediately after the event unless anything has occurred (e.g. an accident) which indicates that records should be retained for a longer period.

24 months after the event – selected items retained for historical records


Indefinitely or until advised otherwise by authorities

3 years after resolution of complaint (unless further action is anticipated)


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 the personal data which PCNI holds about you (a Subject Access Request or ‘SAR’);
  • The right to request that the trustees of PCNI correct 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 PCNI 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 you with your personal data and where possible, to transmit that data directly to another data controller.
  • 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;
  • The right to lodge a complaint with the Information Commissioner’s 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 or complaints please in the first instance contact Revd Lynda Hulcoop, 2 Marlin Court, Brighton Road, Lancing BN15 8EX.


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.


The Trustees PCNI

October 2023