St. Columban’s Episcopal Church, Karlsruhe

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”).

2. Who are we?

The Vestry of the Church of St. Augustine of Canterbury together with the

Bishop’s Committee of St. Columban’s Episcopal Church, Karlsruhe is the data

controller (contact details below). This means it decides how your personal data

is processed and for what purposes.

3. How do we process your personal data?

The Vestry of the Church of St. Augustine of Canterbury and the Bishop’s

Committee of St. Columban’s Episcopal Church, Karlsruhe comply with their

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 fulfil our purpose as specified in our bylaws: “The purpose of the Church is

the spreading of God’s word, the promotion of Christian living and the pastoral

care of its members in accordance with the teachings of the Anglican Episcopal

Church. This purpose is carried out through regular services, religious teaching,

pastoral care of church members and non-members, and the care and fostering

of church life and church music.”

• To administer membership records;

• To fundraise and promote the interests of the Church;

• To manage our employees and volunteers;

• To maintain our own accounts and records (including the processing of tax

certificates = “Zuwendungsbescheinigungen”);

• To inform you of news, events, activities and services running at St. Columban’s

4. What is the legal basis for processing your personal data?

• Explicit consent of the data subject so that we can keep you informed about

parish news, events, activities and services and keep you informed about

ecumenical and Convocation events.

• Processing is necessary for carrying out legal obligations in relation to tax

certificates or under employment, social security or social protection law;

• Processing is carried out by a not-for-profit association with a political,

philosophical, religious or trade union aim provided: –

o the processing relates only to members or former members (or those who have

regular contact with it in connection with those purposes); and

o there is no disclosure to a third party without consent.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared

with other members of the church in order to carry out a service to other church

members or for purposes connected with the church or with external data

processors (Ionos) on the basis of data processing

agreement in accordance with the GDPR (Art. 28). In all other cases, we will only

share your data with third parties outside of the parish with your consent.

6. How long do we keep your personal data?

We keep data in accordance with legal retention requirements and usual church

practice.

Specifically, we retain membership and electoral roll data while it is still current

and for 10 years after the member has left; tax certificates

(Zuwendungsbescheinigungen) and associated paperwork for 10 years after the

calendar year to which they relate; and parish registers (baptisms, confirmations,

marriages, funerals) permanently.

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 Vestry of the Church

of St. Augustine of Canterbury or the Bishop’s Committee of St. Columban’s

Episcopal Church, Karlsruhe holds about you;

• The right to request that the Vestry of the Church of St. Augustine of Canterbury

or the Bishop’s Committee of St. Columban’s Episcopal Church, Karlsruhe

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 Vestry of the Church of St. Augustine of Canterbury or the

Bishop’s Committee of St. Columban’s Episcopal Church, Karlsruhe to retain

such data;

• The right to withdraw your consent to the processing at any time

• 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 lodge a complaint with the Data Protection Officer for Hessen.

8. 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.

9. Contact Details

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

contact the Parish Administrator at:

St. Columban's Episcopal Church Karlsruhe

c/o Church of St. Augustine of Canterbury e.V.

Frankfurter Straße 3

65189 Wiesbaden

Germany

E-Mail: parish@staugustines.de,

Tel.: +49 611 306674

You can contact the Data Protection Officer for Hessen under:

Hessische Datenschutzbeauftragte, Postfach 3163, 65021 Wiesbaden

E-Mail: Poststelle@datenschutz.hessen.de

Telefon: +49 611 1408 – 0 Telefax: +49 611 1408 – 900

Version Dated: 14 November 2023