PREPARATION of a NEW ELECTORAL ROLL for the Parish of St. Giles, Matlock
Notice is hereby given that under the Church Representation Rules, a new Church Electoral Roll is being prepared. All persons who wish to have their names entered on the new Roll, whether their names are entered on the present Roll or not, are requested to apply for enrolment not later than: mid-day on 23rd March 2019, The new Roll will come into operation on: 24th March 2019
The new Roll shall be published for not less than 14 days and any error discovered in the roll should at once be reported to the Electoral Roll Officer.
Under the Church Representation Rules any lay persons are entitled to have their names entered on the roll if they—
- (i) are baptised and aged 16 or over;
- (ii) have signed a form of application for enrolment; and either
- (iii) are members of the Church of England or of any Church in communion with the Church of England being resident in the parish or (not being resident in the parish) having habitually attended public worship in the parish during the six months prior to the application for enrolment; or
- (iv) are members in good standing of a Church (not in communion with the Church of England) which subscribes to the doctrine of the Holy Trinity declaring themselves also to be members of the Church of England and having habitually attended public worship in the parish during the period of six months prior to enrolment.
Forms of application for enrolment are available in the church or can be obtained from the undersigned. In order to be entitled to attend the annual parochial church meeting and to take part in its proceedings, forms of application for enrolment must be returned by the earlier of the dates shown above.
Dated this 13th day of February 2019
Signed by: Alison Grindrod, Church Electoral Roll Officer.
Address: 3 Lums Hill Rise, Matlock. DE4 3FX
e.mail address: email@example.com
Electoral Roll Privacy Notice
Who are we: The Electoral Roll Officer of the Parish of St. Giles, Matlock, is the data controller (contact details below) and, in accordance with the current Church Representation Rules, decides how your personal data is processed and for what purposes.
Why do we process your personal data?
We use the personal data you provide on the electoral roll application form to enable us to manage, maintain and publish the electoral roll in accordance with the current Church Representation Rules to:
- determine eligibility for attendance and participation at the Annual Parochial Church Meeting and for election to the Parochial Church Council deanery, diocesan and general synods where applicable;
- calculate the number of representatives who may be elected to each of these synods in the following year;
- undertake a review and revision of the electoral roll as necessary; and
- publish your name and postal address, by exhibiting the roll in the parish church or the church website.
What is the lawful basis for processing your personal data?
- Processing for the purpose of determining eligibility, creating the electoral roll and use of the roll to calculate numbers for election to synod is necessary for compliance with a legal obligation. The processing is a statutory requirement imposed by the Church Representation Rules, which means that you must give us this information if you want to be included on the electoral roll.
- Processing for the purpose of determining eligibility and creating or revising the electoral roll is carried out in the course of our legitimate activities, as this relates solely to members the Church of England in connection with its purposes.
- Processing for the purpose of publishing the electoral roll relates to personal data which are manifestly made public by the data subject. When you apply to have your name added to the church electoral roll, the automatic legal consequence as stated in the CRR, (Part I Formation of the Roll 1(8) and Revision of Roll and Preparation of New Roll 2(1), 2(3) and 2(7)) is that your name and postal address will be published, and by submitting your application form you are making that data public.
(NB Your telephone number and e.mail address will not become public and the requirement to have your postal address made public is due to be removed by mid-2020).
Sharing your personal data
Your personal data (i.e. your name and postal address) will be shared within the institutional Church of England and with the general public.
How long do we keep your personal data?
We keep your personal data for 6 years after a complete review of the electoral roll.
Your rights and your personal data
Unless subject to an exemption you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data be erased where it is no longer necessary for us to retain such data;
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on further processing;
- The right to object to the processing of your personal data for direct marketing and to have that processing stopped;
- The right to lodge a complaint with the Information Commissioners Office.
Electoral Roll Officer: Alison Grindrod
e.mail address; firstname.lastname@example.org
postal address; 3 Lumshill Rise, Matlock DE4 3FX
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
- The only churches at present in communion with the Church of England are other Anglican Churches and certain foreign Churches.
- Membership of the Electoral Roll is also open to members in good standing of a Church not in communion with the Church of England which subscribes to the doctrine of the Holy Trinity where those members are also prepared to declare themselves to be members of the Church of England.
- Every six years a new roll is prepared and those on the previous roll are informed so that they can re-apply. If you are not resident in the parish but were on the roll as an habitual worshipper and have been prevented by sickness or absence or other essential reason from worshipping for the past six months, you may write “would” before “have habitually attended” on the form and add “but was prevented from doing so because” and then state the reason.
- If you have any problems over this form, please approach the clergy or lay people responsible for the parish, who will be pleased to help you.
- In this form, ‘parish’ means ecclesiastical parish.
- See notes for the uses we make of your personal data.
- Please return your completed form to the Electoral Roll Officer by post to 3 Lumshill Rise, Matlock DE4 3FX or e.mail to email@example.com, to be received no later than mid-day on 23rd March 2019