SECULAR ORDER OF DISCALCED CARMELITES
England, Wales and Scotland

Introduction
The Secular Order of Our Lady of Mount Carmel and St Teresa of Jesus is an association of the faithful and an integral part of the Discalced Carmelite Order. This notice is provided to help you understand how and why we collect personal information about our members and those who engage with us, and what we do with that information.
We use (or “process”) personal information in accordance with the law relating to data protection.  The National Council for England and Wales of the Secular Order of the Discalced Carmel is the Data Controller for the purposes of the General Data Protection Regulation.  The Data Protection Officer is Mark Courtney, who may be contacted at mark.courtney@oxon.org
Personal information means any information relating to you, or information that when combined with other information identifies you.  Personal information includes your name, address and photographs and also includes online identifiers such as internet protocol (IP) addresses, or cookie identifiers. 
 
How and why we collect and use personal information

We collect personal information:

• To support our members in their vocation in the Secular Order.

• In carrying out apostolic activities.

• In managing the affairs of the Secular Order.

 

Supporting our Members in their Vocation in the Secular Order
To enable participation in the activities of the Order, members provide their contact details to their local Community.  We may sometimes also ask for references.  Contact details for office-holders within the Order are, in addition, held centrally.   A record of membership for all members is kept by the Registrar, which is made available by him within the Order only for establishing the status of the member.  The internal newsletter and internal reports of activities of the Order may identify members by name or in a photograph.  Participation in public activities of the Order, e.g. as a named speaker, may be advertised or reported publicly.  Photographs that include members will be used publicly (e.g. on the public pages of the OCDS website) only with their consent.
 
Carrying out Apostolic Activities
In collaboration with religious superiors, the communities of the Secular Order participate in the apostolate of the Teresian Carmel.  In carrying out various forms of evangelisation, e.g. missions, prayer groups, pilgrimages, you may provide or we may ask you for personal information.  We will also respond if contacted in person or via our website.  In every case, our principle is to collect the minimum of personal information, and to hold it in as decentralised a form and for as short a time as practicable.  If the nature of the activity demands it, the information may be shared within the wider Carmelite Order, but we will not pass it on to third parties and we will not use it for marketing purposes or for tailored promotions. 
 
Managing the Affairs of the Order
In order to carry out the activities of the Order, officials or members of the Order will from time to time contact or liaise with religious or other organisations or enter into commercial contracts, and may receive personal information from them.  In each case, any personal information collected from them will be used only for the purpose for which it was obtained.
 
Our Legal Basis for Processing Personal Information
Almost all of the activities described above are covered by “legitimate interest,” which means that they are necessary for carrying out the legitimate interests pursued by the Secular Order, taking account of your expectations.
Very occasionally and in qualification of our policy not to pass information to third parties, we might be under a “legal obligation” in canon or civil law to obtain or provide personal information or it may be in someone’s “vital interest” to do so, e.g. in obtaining emergency medical assistance during an event.
Where legitimate interest, legal obligation or vital interest do not apply and you have not already made a specific request or given specific consent, we will obtain your consent if we want to process your personal information.
 
How long we keep personal information
We keep information only for as long as necessary to carry out the activities listed above.  To the extent required by public policy or by canon law we will archive the most important records and reports of the activities of the Order: sensitive personal data will be held in a closed archive.
 
Data Protection Rights
It is the policy of the Secular Order to hold the minimum of personal information.  In addition, you have certain data protection rights:

• The right to access your personal information (known as a subject access request).

• The right to have your personal information that we no longer need erased from your records.

•  The right to have inaccurate personal information amended.

• The right to ask us to stop using your information in certain situations.

• The right (although it is not relevant to the activities of the Secular Order) to object to your personal information being used for marketing.

• A right, in certain circumstances, to have a copy of your personal information provided for reuse in another service.