The Society

Data Privacy Policy

This policy lets you know how the Prayer Book Society promises to look after your personal data. In this policy:

  • ‘Personal data’ means data about a living, identifiable individual, whether held on computer or in a paper-based filing system.
  • ‘The data subject’ means the living, identifiable individual to whom the data relate.
  • ‘The Society’ means the Prayer Book Society.

What personal data does the Prayer Book Society collect?

The Society may collect and record the following details about its Members, Associate Members, Honorary Members and others who have consented that their data should be collected and recorded by us:

  • Name
  • Address
  • Telephone and email contacts
  • Date of joining
  • Record of subscriptions and donations
  • Event bookings
  • Record of orders made through PBS Trading Ltd
  • Details of offices held within the Society, including membership of Branch and other Committees
  • Ordination status
  • Details of relevant professional experience
  • Membership of relevant bodies (including PCCs and synods)
  • Other information intentionally supplied to the Society by the data subject, including survey responses
  • Other information directly relevant to the data subject’s membership of the Society.

Who collects the data?

Personal data are collected by the Prayer Book Society’s administrative staff based at the Society’s office, and also by Branch Officers. Data may also be collected by Trustees, Branch Committee members and others with specific tasks or duties.

How are the data collected?

Personal data are collected from:

  • Membership applications
  • Subscriptions and donations
  • Correspondence between the data subject and the Society
  • Event bookings
  • Surveys

This may be supplemented by information available in the public domain, including (but not limited to) Crockford’s Clerical Directory.

Why do we collect the data?

The Prayer Book Society collects personal data in order to:

  • Process applications for membership
  • Process subscriptions and donations, and reclaim Gift Aid
  • Meet legal obligations
  • Send subscription reminders
  • Identify members with relevant interests, skills and experience
  • Manage the internal affairs of the Society, including Branch activities
  • Advance the Objects of the Charity
  • Plan strategically

How do we use the data?

The Prayer Book Society:

  • Maintains a database of members and other contacts
  • Shares the relevant membership details between the Society’s central administration and the Branches, both in electronic format and on paper
  • Sends out postal mailings, including magazines, letters and other communications relevant to the work of the Society
  • Sends occasional newsletters and other communications by e-mail
  • Communicates with individual members of the Society concerning their membership or other matters related to the work of the Society
  • Organises event bookings
  • Processes orders for books and other merchandise through PBS Trading Ltd.

With whom are the data shared?

Within the Prayer Book Society, personal data are shared with the staff, Trustees, Branch Officers and Committee members, and volunteers with specific tasks or duties. Only those details required for the performance of the applicable person’s duties are shared.

Outside the Prayer Book Society:

  • Name and address details are shared with third party companies responsible for generating and processing mailings, who delete the information as soon as the mailing is complete.
  • Data may be shared with consultants engaged by the Prayer Book Society, including the Press Officer and IT consultant, as required to enable them to carry out their functions.
  • Data relating to subscriptions and donations are shared with the Society’s auditors, and with HMRC for the reclaim of Gift Aid.

We do not share personal data with other third-party organisations (unless required to do so by law).

How long are the data kept?

Members’ details are retained as long as the person remains a member. Other personal data are retained for as long as required for the purpose for which they were collected. Data will, however, be retained for a longer period if required by law.

Consent

The data that we collect are subject to active consent by the data subject. This consent can be revoked at any time. A data subject may request that any information held on him is deleted or removed, except where the Society is legally obliged to retain the data.

 Data subject access requests

Individuals have the right to request confirmation that the Prayer Book Society is processing their personal data. A data subject has the right to request a copy of all the personal data which the Prayer Book Society holds about him, and to receive this within one month of the request being received. Data subject access requests may be made verbally or in writing, and should be directed to the Society’s administrative office at Copyhold Farm.