Parish Privacy Notice

Parish of Our Lady Immaculate & St Etheldreda Newmarket and Parish of Our Lady Immaculate & St Philip Neri Kirtling – Diocese of East Anglia

1. Who We Are

Our Lady Immaculate & St Etheldreda Newmarket (& Our Lady Immaculate & St Philip Neri Kirtling) is part of the Diocese of East Anglia, a registered charity (No. 278742). As the diocesan policy states, “parishes form part of the Diocese and are not separate legal entities”, so the Diocese is the Data Controller for all parish‑related personal data.

This notice explains how we collect, use, and protect your information when you interact with our parish or use our website.

2. What Personal Data We Collect

We may collect:

  • Contact details (name, address, phone, email)

  • Family information (e.g., for sacramental preparation)

  • Dates of birth, marital status, nationality

  • Donation and Gift Aid information

  • Volunteer and ministry information

  • Photographs or CCTV images

  • Website usage data (IP address, cookies)

  • Any information you choose to provide to us

The diocesan policy notes that we may also hold Special Category Data, such as religious belief or health information.

3. How We Use Your Information

We use your data to support the life and mission of the parish, including:

  • Sending parish news and updates

  • Organising parish ministries and rotas

  • Providing pastoral and sacramental care

  • Managing hall hire, bookings, and parish events

  • Processing donations and Gift Aid

  • Safeguarding children and vulnerable adults

  • Maintaining parish records and registers

  • Improving our website and communications

The diocesan policy explains that data may be used “to carry out our activities, from weddings and funerals to general pastoral and spiritual care.”

4. Lawful Bases for Processing

We process personal data under:

  • Legitimate interests of the parish and Diocese

  • Consent (e.g., newsletters, photography)

  • Legal obligations (e.g., safeguarding, HMRC)

  • Contract (e.g., hall hire)

  • Vital interests (e.g., emergencies)

  • Public task (e.g., maintaining sacramental registers)

Special Category Data is processed only under the additional lawful bases permitted by UK GDPR.

5. Sharing Your Information

We may share your data with:

  • The Diocese of East Anglia

  • Other Catholic parishes or dioceses where appropriate

  • HMRC (for Gift Aid)

  • Safeguarding authorities or law enforcement

  • IT service providers working for the Diocese

The diocesan policy states: “We will only use your Personal Data within the Diocese for the purposes for which it was obtained.”

We never sell your data.

6. International Transfers

If data is stored or processed outside the UK/EEA (e.g., cloud services), the Diocese ensures appropriate safeguards such as standard contractual clauses or approved certification schemes.

7. How Long We Keep Your Data

We keep personal data only as long as necessary for parish and diocesan purposes or as required by law. Some records (such as sacramental registers) are kept permanently.

8. Your Rights

You have the right to:

  • Access your personal data

  • Request corrections

  • Withdraw consent

  • Request deletion or restriction

  • Object to certain processing

  • Request data portability

The diocesan policy notes that we may ask for proof of identity before fulfilling requests.

Children aged 12+ may exercise their own data rights where appropriate.

9. Cookies and Website Analytics

Our website uses essential cookies and, with your consent, analytics cookies to help us understand how visitors use the site. As the diocesan policy explains, Google Analytics is used “to find out things such as the number of visitors to the various parts of the site… in a way which does not identify anyone.”

You can manage your cookie preferences through our cookie control tool.

10. Contact Us

To ask questions or exercise your data rights, please contact:

Parish Office - 14 Exeter Road, Newmarket, Suffolk, CB8 8LT email: StEtheldreda@btinternet.com or call: 01638 662492

Diocesan Data Protection Officer (DPO) The White House, 21 Upgate, Poringland, Norfolk NR14 7SH Email: Gavin Dvelys – dvelys@aol.com

If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO) at ico.org.uk.

11. Updates to This Notice

We may update this Privacy Notice from time to time. Any significant changes will be published on this website.