The law about how we manage your personal information is changing in May 2018. In this section we explain what we do to make sure your information is kept safely and only used for proper purposes.
What information do we keep and why?
If you, or a child or young person whose parent or carer you are, attends an individual event (like our annual Holiday Club) or a regular group (like our Sunday Club, or @toms or @tomics) we keep a record of your contact details and the fact that you or they attended. We may also record information about your or your child’s health and dietary requirements. We need this to help us organise the event or Group and to make sure that everything runs safely and smoothly. If you are not willing to allow us to hold and use this information, we may not be able to allow you/ your child to take part in the event or group.
We may also use your contact details to tell you about future events which we think may interest you. But we will not contact you by email or text about future events unless you have specifically agreed that we may do so. You may tell us to stop sending you this information at any time.
The law allows us to use your personal information in these ways because this is necessary as a part of our objective as a church of “Making Jesus Known” – what the law calls our “legitimate interest”. We can record and use information about your/your child’s health because it may be in your/their vital interest that we do so.
How long do we keep the information?
We normally keep information which relates to a particular event for two years after the event so that we can answer any questions which arise about it, but we will keep it for longer if we are legally required to do so. We will continue to send information about future events to you for as long as we think you may be interested, unless you tell us to stop. We will review our mailing list once a year.
How do we keep the information secure?
Information in hard copy form is kept in locked drawers or filing cabinets. Information in electronic form is kept on the hard drive of a password protected computer.
Who has access to the information?
The information is accessible to the Vicar of St Thomas Church, and also to other members of the church staff and volunteers who need access to it, for example, run a Sunday School class. Personal information is not communicated to anyone outside St Thomas’s Church unless for some reason we are legally required to do so.
As an exception, we may provide health and contact details of your child to a medical professional who is dealing with an emergency. We may also provide information to the appropriate authorities where necessary to meet our responsibility for safeguarding children and other vulnerable people.
What are your rights?
The law gives you various rights regarding your personal information. These depend on the circumstances, but may include the right to ask us to give you access to the information we have about you, to tell us to correct, delete or transfer this information, or to restrict or object to our use of it. If you would like to discuss or exercise any of these rights, please contact us.
How to contact us
The body responsible for keeping your information safe is the Parochial Church Council (PCC) of St Thomas Church, Prince George Avenue, Oakwood, London N14 4SN. Our telephone number is 020 8245 9152 and our email is .
If you think that we have not dealt properly with any concern you have, you can complain to the Information Commissioner's Office at www.ico.org.uk .