Privacy and Safeguarding

Policy and protecting 


Christ Church Petts Wood, United Reformed Church

  1. Personal data

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’).


  1. Data Controller

The eldership (serving elders) of Christ Church Petts Wood (URC) is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.


  1. How do we process your personal data?

The eldership of Christ Church Petts Wood (URC) complies with its 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 personal data for the following purposes: –

  • to administer membership records;
  • to maintain our financial accounts and records (including the processing of gift aid);
  • to provide news and information about events, activities and services at the church;
  • to fundraise and promote the interests of the church;
  • to manage employees, volunteers and hirers;
  • to enable the church to provide voluntary services for the benefit of the public in our local community;
  • to provide contact details of officers and others with specific responsibilities (eg DBS signatories) to the synod office and Church House. This enables the synod and national administration of the United Reformed Church.



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


Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –

  • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
  • there is no disclosure to a third party without consent; or
  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement; or
  • Explicit consent of the data subject has been given.


  1. Sharing 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. We will only share your data with third parties with your consent.



  1. What data do we hold and for how long do we keep data?


We retain data on the following basis:


Record Type Retention Period[*]
Membership rolls Indefinitely
Members, adherents and friends contact details plus emergency contact information & Church Directory entries 24 months after the last contact
Church of Youth/Messy Church/Toddler Groups registers until the child/young adult reaches the age of 18.
Church of Youth/Messy Church/Toddler Groups contacts 24 months after the last contact
Cradle roll & Baptism Register Indefinitely
Bank Statement Detail & Gift aid declarations and paperwork 6 Years
Registers of Marriage Indefinitely
Informal Register of Funerals of Church Members & adherents Indefinitely
Personal data relating to events for which additional information is gathered eg Church holidays Disposed of immediately after the event unless anything has occurred (For example: an accident) which indicates that records should be retained for a longer period.
Records of attendance of children/young people and helpers Indefinitely for safeguarding purposes
Photographs and videos of events 24 months after the event unless the photo or video has been stated as part of the Church’s Photo Library and therefore retained for historical records
Insurance Records Indefinitely
Lettings Database 6 years after the calendar year to which it relates
Safeguarding matters Indefinitely or until advised otherwise by authorities
Accident Books 3 years from the date of the last entry (or, if the accident involves a child/young adult, then until that person reaches the age of 21)
Complaints (non -safeguarding) 3 years after resolution of complaint (unless further action is anticipated)
Minute Books Indefinitely for Elders & Church meetings (Working Group Minutes for 5 Years)
Employee Records 6 years after the date of termination of employment
Pension Records (money purchase) 6 years after transfer or value taken
Visitors Books Indefinitely for Church archive
Book of Remembrance Indefinitely
Contact Magazine Information 24 months after the last contact
Prayer Lists Discretion of Pastoral Care Working Group


* Retention periods shown are for illustration only. The Church must determine its own retention periods to meet its own need and statutory compliance.


  1. 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 the personal data which Christ Church Petts Wood (URC) holds about you (a Subject Access Request or ‘SAR’);
  • The right to request that the eldership of Christ Church Petts Wood (URC) 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 Christ Church Petts Wood (URC) to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right to request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller.
  • 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 object to the processing of personal data;
  • The right to lodge a complaint with the Information Commissioners Office.


  1. 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.


  1. Contact Details


To exercise all relevant rights, queries of complaints please in the first instance contact the Church Secretary at [email protected] or in writing: Christ Church Petts Wood (URC), Tudor Way, Petts Wood, Kent BR5 1LH


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




The Elders

Christ Church Petts Wood (URC)


[*] Retention periods shown are for illustration only.  The Church must determine its own retention periods to meet its own need and statutory compliance.

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