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').
The eldership (serving elders) of Christ Church United Reformed Church, Enfield is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
The eldership of Christ Church United Reformed Church, Enfield 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:
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.
We retain data on the following basis:
| Record Type | Retention Period |
|---|---|
| Membership rolls | Indefinitely |
| Members, adherents and friends contact details | 24 months after the last contact |
| Junior Church roll | Until the child/young adult reaches the age of 21 |
| Junior Church contacts | 24 months after the last contact |
| Cradle roll | Indefinitely |
| Gift Aid declarations and paperwork | 6 years after the calendar year to which it relates |
| Registers of Marriage | As required by the Registrar General |
| Register of Baptisms | Indefinitely |
| Register of Funerals | Indefinitely |
| Grave Records | Indefinitely |
| Personal data relating to events for which additional information is gathered e.g. church holidays | Disposed of immediately after the event unless anything has occurred (e.g. 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 - selected items retained for historical records |
| Insurance Records | Indefinitely |
| 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 |
| 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 |
| Other records | Immediately unless action is required/retention required |
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
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.
To exercise all relevant rights, queries or complaints please in the first instance contact the Church Secretary at secretary@ccurc.org.uk.
You can contact the Information Commissioners Office on 0303 123 1113 or via email ico.org.uk/global/contact-us/email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
The Elders, Christ Church United Reformed Church, Enfield
October 2024