Data Privacy Notice

  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”).

  1. Who are we?

The Council of Management of the Congregational Memorial Hall Trust (1978) Limited, acting by the Clerk to the Trust, is the data controller.  This means it decides how your personal data is processed and for what purposes.

  1. How do we process your personal data?

The Council 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: –

  • To arrange Trustee, Library sub-committee, and Friends of the Congregational Library meetings;
  • So that you can be kept informed about news, events, activities organised by, at, or in aid of the Congregational Library in which you may be interested;
  • To include your contact details in any directory which is circulated to Trustees, Committee members and Friends;
  • To keep records of regular and one-off subscriptions or donations for accounting purposes and recovery of applicable gift aid, if any;
  • For payment of expenses incurred by you on Trust, Library or Friends’ business
  • To administer Trust and Friends membership records;
  • To fundraise and promote the interests of the Trust charity;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  1. 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.
  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services;
  • Processing is necessary for carrying out obligations under employment, social security or social protection law;
  1. Sharing your personal data
    Other than as set out below, your personal data will be treated as strictly confidential and will only be shared with other members or friends of the charity in order to carry out a service to them or for purposes connected with the charity. We will only share your data with third parties outside of the charity with your consent.

Data relating to living contributors/donors to the archives of the United Reformed Church, the Congregational Federation, the Evangelical Fellowship of Congregational Churches, and unaffiliated Congregational churches held in the Congregational Library Archives on behalf of those churches will be held and processed in accordance with the data protection policies of those churches. Such data will be held and processed by Dr Williams’s Library on behalf of Congregational Memorial Hall Trust and the churches for whom it acts as agent. By its nature such data is likely to be disclosed to users of Dr Williams’s Library and the Congregational Library in the course of their use of Library archives for study and research purposes, unless contained in closed records.

Data relating to living contributors / donors of material deposited directly with the Congregational Library and made available through Dr Williams’s Library will be processed in a like manner.

  1. How long do we keep your personal data?
    We keep data in accordance with the following policy:
Nature of data Retention period
Data contained in archives / documents deposited with the Library Permanently
Trustee and officer data Permanently
Contact data for Friends of the Congregational Library Period of membership and six years thereafter
Donations received and gift aid declarations Six years after the calendar year to which they relate
Supplier contact data Period of contractual relationship and until any contract debt is time barred
Employee data As required by HM Revenue and Customs


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 which the Board of The Congregational Memorial Hall Trust (1978) Limited holds about you;
  • The right to request that the Trust 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 the Trust 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);
  • 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);
  • The right to lodge a complaint with the Information Commissioners Office.
  1. 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. 

  1. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Clerk.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.