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Privacy notice – The Diocese of Peterborough

Policy Statement

The Peterborough Diocesan Board of Finance (PDBF) is committed to respecting the privacy of all those for whom we hold personal information, and in this context the Peterborough Diocesan Board of Finance is the Data Controller. If you have any queries or requests relating to how your personal information is treated, our contact details are shown at the bottom of this privacy notice.

We hold and process your personal information (data) in accordance with current and developing legislation; this includes the General Data Protection Regulation 2018 (GDPR), the developing UK Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003.

The legal bases for processing your personal data

We (the PDBF) have an obligation under the GDPR to ensure any personal data we hold about you is kept up to date; secure; used only for the purpose we collect it, and proportionate to our needs. The GDPR requires us to identify the lawful basis against which any processing takes place, these are:

  • Legitimate Interest – for example, in circumstances where you would expect us to process your data.
  • In order that we can comply with a legal obligation placed upon us – for example, we need to process personal data to comply with our legal obligation to disclose employee salary details to the HMRC.
  • Vital Interests – for example, we need to process the data in order to protect life.
  • Public Task – for example, processing personal data for safeguarding purposes.1
  • Contractual Obligation – for example, we process your personal data in order to fulfil a contract we have with you.
  • Consent – which we would use if none of the preceding lawful bases are applicable.

Most of the personal data we hold is processed because it is necessary for contractual purposes, to comply with a legal obligation or for legitimate interests. Where we need your consent we will ensure this is always given freely by you, and can be withdrawn at any time.

Personal Data; what it is and why the PDBF processes it

Personal data is anything that relates to a living person and from which that person can be identified. Identification can arise from the information alone, or in conjunction with any other information in the PDBF’s possession or likely to come into its possession.

We hold and process personal data relevant to the purpose for which it was collected. This may include some or all of the following information:

  • Name, title, aliases and photographs.
  • Contact details such as telephone numbers, home addresses, email addresses.
  • Where it is relevant or where you give it, demographic details such as gender, age, date of birth, marital status, nationality, and education/work history, academic and professional qualifications.

We collect your personal data where we have established a lawful basis for doing so and use it for the following purposes:

  • To keep you informed of diocesan news and information which you have requested and that may be of interest to you – for example: diocesan activities, fundraising activities, events and campaigns.
  • To keep you informed of the diocesan information you need to know in order to effectively carry out the role you hold within the diocese – either in the local communities or within the diocesan central office.
  • For the purposes of administering meetings and other such arrangements which fall within the Synodical governance framework of the church, and which ensure we are able to meet all legal and statutory obligations, including the Church Representation Rules.
  • To manage PDBF employees and volunteers (including HR records, payroll and pension requirements and records).
  • To process a grant or application for a role.
  • To maintain PDBF accounts and records, including the processing of gift aid applications.
  • To maintain our records of all clergy and readers, and parochial Church Officers (including PCC secretaries, treasurers, churchwardens, and those with specifically nominated parish roles.
  • To maintain PDBF-required records of mandatory training with regard to safeguarding and personnel records as set out in law and the Church of England’s national requirements.
  • For managing safeguarding, including DBS and within a safer recruitment context, working with individuals within a safeguarding context within the church and within statutory and legislative requirements.
  • To carry out comprehensive safeguarding procedures, including due diligence and complaints handling in accordance with safeguarding best practice, with the aim of ensuring that all children and adults at risk are assured of a safe environment.
  • To fundraise and promote the interests of the charity.
  • To notify you of changes to our services and offices.
  • To enable us to provide a church body voluntary service for the benefit of the public within the diocese.

Special Category Personal Data

The GDPR defines special category personal data as the more sensitive information about you. For example, information which is about your race, ethnic origin, political beliefs, religious belief, trade union membership, genetic identification, biometrics (where used for ID purposes), health, sex life or sexual orientation.

This type of data, if misused, could create more significant risks to your fundamental rights and freedoms, by putting you at risk of unlawful discrimination. The GDPR therefore places a greater obligation on us to have both a lawful basis for processing and to satisfy a specific condition for processing under article 9 of the regulation. These conditions can be accessed here:

Sharing Personal Data

We will always treat your personal information as confidential and it will only be shared for lawful purposes associated with (but not restricted to):

  • Diocesan business – for example, with your consent, the Diocesan Directory
  • A national process or network – for example, where you are exploring ordination, those whose role is part of a national network of facilitators of this process.
  • Where there are employment, social security, social protection or other statutory reasons.
  • See Annex A for the full list.

Keeping your personal information

The PDBF undertakes to keep your personal data in accordance with the guidance and requirements set out in law and statutory instruments. For example:

The full Records Management Guide can be found here:

Your rights

Unless subject to an exemption under GDPR2, you have the following rights with respect to the personal information we hold about you:

  • The right to be informed about what we have collected and why.
  • The right of access to the data we are processing.
  • The right to rectification, if you believe the data we hold for you is inaccurate.
  • The right to erasure, also known as the ‘right to be forgotten’. This is not an absolute right and only applies in certain circumstances.
  • The right to restrict processing in certain circumstances.
  • The right to data portability, which enables you to obtain and reuse your personal data. This only applies in certain circumstances.
  • The right to object to processing of personal data (where applicable).

Further Processing

If we wish to use your personal data for a new purpose not explicitly covered by this Privacy Notice, then we will provide you with a new notice. This will explain the new use, set out the relevant purpose, and identify the lawful basis for processing and the conditions of processing. Whenever and wherever necessary, we will seek your consent for this new use.

Data Processors acting on behalf of the PDBF

A number of third party processors process personal data on behalf of the PDBF for legitimate business purposes. Where this happens, the PDBF has put in place the relevant safeguards to protect the security and safety of your personal data. These bodies are:

Adept – for Website and IT purposes

CCPAS – for DBS processes.

Clergy Pensions stipend and payroll

Church Commissioners – for PDBF employee pensions

Vertical Response – an electronic subscription service.


To make our website work properly, we sometimes place small data files called cookies on your device. Most big websites do this too.

What are cookies?

A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

How do we use cookies?

Our website uses Google Analytics to help us improve it by tracking visitors as they navigate through our pages. Google Analytics is a third-party feature which makes use of cookies. Their privacy statement can be viewed here –

How to control cookies

You can control and/or delete cookies as you wish – for details, see You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site, and some services and functionalities may not work.

Contact Details and Reporting Concerns

To exercise all rights, queries or complaints, please, in the first instance, contact:

Susan Ratcliffe
The Diocesan Data Protection Officer
The Peterborough Diocesan Board of Finance
6 The Lakes
Bouverie Court

Telephone: 01604 887338


Peterborough Diocesan Board of Finance Charity Number: 250569

You can also contact the Information Commissioner’s Office on 0303 123 1113, via email – – or by post at The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. 

1 Although this may become a legal obligation under the UK Data Protection Act 2018


Annex A

Parties with whom data may be shared: -

  • The Bishops of Peterborough and Brixworth
  • The Archdeacon of Northampton
  • The Archdeacon of Oakham
  • Peterborough Diocesan Board of Finance
  • Peterborough Diocesan Board of Education
  • Peterborough Diocesan Education Trust
  • The Chancellor for the Diocese of Peterborough
  • The Diocesan Registrar
  • Peterborough Cathedral
  • Diocesan Clergy and Licensed lay ministers
  • Parochial Church Councils and Bishop’s Mission Orders within the Diocese
  • Diocesan Deanery Synods
  • Other Diocesan bodies under Diocesan Synod that may be established from time to time and will be added to this list.
  • Other Dioceses in the Church of England
  • The National Church of England Institutions
  • Other official Church of England organisations

Employees, office holders, volunteers, other recognised roles and contractors of the above offices and organisations.

The contact details of Petitioners and/or applicants on individual applications may be shared, through the secretariat of the Diocesan Advisory Committee for the Care of Churches, with: -

  • The Archdeacon of Northampton
  • The Archdeacon of Oakham
  • The Chancellor for the Diocese of Peterborough
  • The office of the Diocesan Registrar
  • Statutory Consultees (The Church Buildings Council, Historic England, national Amenity Societies and local authorities)

These details may also be shared to facilitate the consideration of applications for either a Faculty or a Matter not requiring a Faculty under the Faculty Jurisdiction Rules.

In addition to the above, Clergy details will also be provided: -

  • Periodically to Crockford’s Clerical Directory
  • When necessary, by the Diocesan Surveyors department to its representatives for the purpose of undertaking works of repair to Diocesan clergy housing and the letting of Diocesan properties
  • To the relevant local authority (in respect of Council Tax) and utility companies (in respect of supplies of energy to the property
  • To the relevant Church of England National Institutions in processing stipends, pensions and other national services.

In compliance with our legal responsibilities.