Personal data is any information relating to an identified or identifiable person. The NCIs will process your personal data in a transparent and lawful way, as stated in our Data Protection policy.
We may change this statement from time to time to reflect privacy or security updates. We encourage you to periodically review this page for the latest information.
Our privacy notices explain what to expect the NCIs collects your personal information. In this notice the following NCIs are separate data controllers as defined by Data Protection legislation. The NCIs comprises seven separate legal entities. They are:
The Archbishops' Council, The Church Commissioners for England, The Church of England Pensions Board, Church of England Central Services, The National Society (Church of England) for Promoting Religious Education;
Great Smith Street
The Archbishop of Canterbury (in his corporate capacity);
The Office of the Archbishop of Canterbury
The Archbishop of York (in his corporate capacity)
The Office of the Archbishop of York
Personal information is collected to enable the NCIs to provide a range of services to carry out their many functions supporting the mission and ministry of the Church of England. Legislation requires and sometimes empowers the NCIs to provide goods and services to the wider Church. This includes:
- Promoting and supporting the mission and ministry of the Church of England
- Provision of cultural and religious events
- Provision of training and education
- Provision of safeguarding services
- Provision of retirement housing
- Provision of pensions
- Provision of governance and financial management of Church of England assets
- Administering and supporting the governance of the Church of England
- Administering and supporting the parliamentary duties of the Church of England
- Managing property
- Publishing resources and reports
- Administering the assessment and collection of taxes and other revenue including benefits and grants
- Corporate administration and all activities we are required to carry out as a data controller
- Undertaking research and statistical analysis
- Internal financial support and corporate functions
- Managing archived records for historical and research reasons, including the management of administration of access to our collections
- Maintaining our own accounts and records
- Promoting the services we provide
- Supporting and managing our employees
- Managing the information technology network and infrastructure for the NCIs
We collect and use information under one or more of the following legal bases:
- Legal obligation – we need to process your information to comply with the law.
- Public task – we need to process your information to undertake a duty or task in the public interest.
- Contract – we need to process your information as part of a contract such as contract of employment.
- Vital interest – we need to process your information to protect someone’s life in an emergency.
- Legitimate interest – we need to process your information in order to undertake tasks and duties related to members of the Church of England.
- Consent – we need your permission to use your information.
- Where we require consent to use your information, we will make it clear when we ask for consent and explain how to go about withdrawing your consent.
We may also collect and use “special categories” of data under one or more of the legal bases:
- Substantial public interest (protecting the public against dishonesty etc.) where it is necessary for the exercise of a “protective function”. We have an appropriate policy document in place.
- Legal claims – we may need to process your information where it necessary to do so for the establishment, exercise or defence of legal claims or in connection with judicial process.
- Archiving - we may process your information for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes including the organisation, preservation of, and controlled access to, segments of the Church’s history.
We will only use your personal data for the uses and purposes set out above, unless we need to use it for another reason compatible with the original use and purposes. If we need to use your personal data for an unrelated purpose, we will notify you and will explain the legal basis which allows us to do so.
The types of information we process include:
- personal details
- contact information
- family details
- lifestyle and social circumstances
- financial details
- employment and education details
- housing needs
- visual images
- licenses or authorisation held
- training records
- case file information
- committee and trustee membership details
We also process ‘special’ categories of information that may include:
- ethnic origin;
- trade union membership;
- sex life; or
- sexual orientation
- criminal allegations, proceedings or convictions.
We process personal information about:
- prospective, current and retired clergy
- current past and prospective employees, persons contracted to provide a service
- professional advisers and consultants
- children and parents
- students and pupils
- carers or representatives
- recipients of benefits
- representatives of other organisations
Where necessary or required we collect from or share information with:
- parishes, dioceses, bishop’s offices and cathedrals
- representatives of customers and employees
- relatives or emergency contacts
- legal representatives
- trade unions
- current past and prospective employers
- healthcare, social and welfare organisations
- educators and examining bodies
- educational institutions
- financial institutions
- governance bodies and committees
- providers of goods and services
- 3rd party data processors
- local and central government
- both houses of parliament and members of parliament
- regulatory bodies
- credit reference agencies
- press and the media
- law enforcement and prosecuting authorities
- courts and tribunals
- landlords and tenants
- charitable, religious and voluntary organisations
- survey and research organisations
- social housing providers
- statutory, public or regulatory inquiries
Once your information has been collected by an NCI it may be used by other NCIs, where necessary, to provide a complete service to you. It is for this reason that we link your information together, for example, to save you providing your information more than once.
There’s often a legal and/or business reason for keeping your information for a set period, as stated in our retention schedules. These are available on request.
We are committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, we have put appropriate technical and organisations measures in place to safeguard your information. The NCIs assure this by complying with relevant security best practice standards.
If a data breach does occur, we will do everything in our power to limit the damage and comply with the Information Commissioner’s guidance. In the case of a high-risk data breach, and depending on the circumstances, we will inform you about the remedial actions to prevent any further damage. We will also inform the Information Commissioner’s Office of qualifying data breaches.
Employees and temporary workers are required to follow policies and procedures and complete mandatory annual training to understand data protection and information security.
Your personal data will not be used for any automated decision making without access to human intervention.
You have the following rights regarding your personal data:
- The right to be informed
- The right to access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
Complaints or concerns
If you have any concerns or queries about how the NCIs handle your personal data, please do contact the Data Protection Team using the form below or write to us at:
Data Protection Team
Church of England Record Centre
15 Galleywall Road, London, SE16 3PB
You have the right to make a complaint at any time to the Information Commissioner at or:
Information Commissioner's Office
Water Lane Wilmslow Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate)