Privacy & Legal
All material contained on the Westminster Cathedral website is covered by a disclaimer and protected by UK and international copyright laws.
1. The Westminster Cathedral website is mainly designed for information purposes.
2. Acceptable Use: You may only use this website in accordance with these Terms and Conditions and, in any event, for lawful and proper purposes which includes complying with all applicable laws, regulations and codes of practice within the UK or other jurisdiction from which you are accessing this website.
In particular, you as a user agree that you will not:
Post, transmit or disseminate any information on or via this website which is or may be harmful, obscene, defamatory or otherwise illegal;
Use this website in a manner which causes or may cause an infringement of the rights of any other;
Use any software, routine or device to interfere or attempt to interfere electronically or manually with the operation or functionality of this website including but not limited to uploading or making available files containing corrupt data or viruses via whatever means;
Deface, alter or interfere with the front end ‘look and feel’ of this website or the underlying software code;
Take any action that imposes an unreasonable or disproportionately large load on this website or related infrastructure;
Obtain or attempt to obtain unauthorised access, via whatever means, to any of our networks.Not reproduce, download, store in any medium, distribute, transmit or retransmit or manipulate any text and/or photograph except for the purposes of research or private study. Reproduction for any other purpose is not permitted without written permission which must be obtained in advance from the webmaster:
Fr John Scott
Cathedral Communications Coordinator
Phone: +44 (0) 20 7798 9055
3. Links to other websites: This website may include links to other internet sites. We do not endorse any such websites and we are not responsible for the information, material, products or services contained on or accessible through those websites. Your access and use of such websites remains solely at your own risk. You may only link to this website with our express written permission. We expressly reserve the right to withdraw our consent at any time to a link which in our sole opinion is inappropriate or controversial.
4. All brand names publishing activities and trade marks used on these webpages are the trade marks, service marks or trade names of their respective holders.
5. The constituent bodies of Westminster Cathedral make no warranties or representations about the accuracy of any information on this website or any other website to which it may be linked. The information contained in these pages is for general information only and the constituent bodies of Westminster Cathedral shall not be liable for the accuracy, quality or completeness of any information contained in this website.
6. You are granted access to these pages conditional upon your agreement to indemnify the constituent bodies of Westminster Cathedral and not to hold them liable in any way for the results of any action you may take based on the material contained herein.
7. Westminster Cathedral does not disclose personal information to third parties.
Data collected by this website will be used to:
a. Administer and enhance the site and service;
b. Take and fulfill customer orders;
c. Only disclose information to third-parties for goods delivery purposes.
8. English law governs all matters between us in relation to this website and all claims or disputes arising out of or in connection with this website shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Text in this website is copyright © Westminster Cathedral which is part of the Westminster Roman Catholic Diocese Trustee. Registered Charity Number 233699.
The Society of Friends of Westminster Cathedral
Effective 25th May 2018
Who we are
The Society of Friends of Westminster Cathedral is a registered charity (Number: 272899).
Andrew Hollingsworth, Treasurer of the Friends of Westminster Cathedral, is the data controller for the purposes of data protection law, which comprises EU General Data Protection Regulation 2016/679 (‘GDPR’), The Data Protection Act 2018 and related legislation, and The Privacy and Electronic Communications Regulations 2011.
What this Privacy Notice is for
This Privacy Notice provides information about how the Society will use (or ‘process’) the personal data of individuals who are members of the Society and, where applicable, their guests. This information is provided because data protection law gives individuals rights to understand how their data is used.
GDPR definition of personal data
…“‘personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person …”
GDPR definition of processing
…“‘processing’ means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction …”
Responsibility for data protection
The Director of the Society is responsible for dealing with requests and enquiries concerning the Society’s uses of individuals’ personal data and will endeavour to ensure that all personal data is processed in compliance with data protection law. The Director can be contacted by email at email@example.com or by post at: The Friends Office, Clergy House, 42 Francis Street, London, SW1P 1QW.
Why the Society needs to collect personal data
The Society’s two main activities are communicating with members, fundraising and events. A newsletter is published twice a year and distributed by post to members who, in joining the Society, have given their address, telephone and e-mail details. Notification of the AGM, a draft agenda and accounts are also distributed in advance of the AGM.
The Society processes personal data for the purposes of facilitating these activities and considers that such processing falls within the scope of the Society’s legitimate interests.
Occasionally, the Friends’ mailing will include flyers and other leaflets pertaining to other organisations such as The Passage and the Music Department of Westminster Cathedral. The Society’s data is not shared with these organisations.
Types of personal data processed by the Society
- Names, titles, and decorations of members
- Addresses, telephone numbers, e-mail addresses of members and guests
- Bank details of members (only held when subscriptions are paid by standing order)
- Names, titles, decorations of guests
- Lists of events attended by members and guests
How the Society collects personal data
The Society receives personal data directly from members who complete a Membership Form and, where applicable, a Banker’s Order form on joining the Society. Names of guests (non-members), contact telephone numbers and addresses are also received from members who apply for tickets to events.
Who has access to personal data and with whom does the Society share it?
Only the Director and the Treasurer have access to personal data.
For the most part, data is private and is only used for the purposes of organising an event or administering the membership database. Exceptions include a ‘black-tie’ dinner when a list of members’ names and their guests’ names will be displayed with a table plan. In some very specific instances we are also required to give a list of guests’ names to a venue for security purposes. These include visits to the Houses of Parliament and other high security venues such as the Royal Military College, Sandhurst. Members will be informed that their names will be supplied.
In very exceptional circumstances, members have given express permission for their names to be displayed publically in the Cathedral and its environs in recognition of major donations.
How is personal data stored?
The original member’s details forms and subsequent correspondence are stored in a paper filing system held within the Friends office in locked cabinets. The office only holds paper records from 2000. All hard copy data prior to this date has been shredded. The office is also locked. Personal data from the forms is transcribed into The Friends of Westminster Cathedral database which is stored securely on the Cathedral server.
The Society keeps a paper record of all receipts pertaining to membership fees, events and donations. Members’ attendance at and booking for events is currently recorded in Excel spread sheets held securely on the Friends’ drive. This is password protected.
How long does the Society keep personal data?
The Society will retain personal data securely and only for as long as is necessary for a legitimate and lawful reason. Generally, this means for as long as an individual is a member of the Society and for seven years thereafter, given that in most cases Gift Aid is applicable to subscription income.
Rights of access
Rights under data protection law belong to the individual to whom the data relates.
Any individual wishing to access or amend their personal data or wishing it to be transferred to another person or organisation, or who has some other objection as to how their personal data is used, should put their request in writing to the Director. The Society will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits (which is one month in the case of requests for access to information).
Data accuracy and security
The Society will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals should notify the Director of any significant changes to important information, such as contact details, held about them. An individual has the right to request that any out-of-date, irrelevant or inaccurate information about them is erased or corrected. The Society will take appropriate technical and organisational steps to ensure the security of personal data about individuals.
This Privacy Notice
The Society will update this Privacy Notice from time to time. Any substantial changes that affect individuals’ rights will be provided to them directly as far as is reasonably practicable.
Queries and complaints
Any comments on or complaints about this Privacy Notice should be addressed to the Director. If an individual believes that the Society has not complied with this Privacy Notice or acted otherwise than in accordance with data protection law, they should notify the office immediately. Individuals can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the Society before involving the regulator.