Purley United Reformed Church

906 Brighton Road, Purley, Surrey, CR8 2LN


1. Personal data

Personal data relates to a living individual (the ‘data subject’) 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’).

2. Data Controller

The Elders’ Meeting of Purley United Reformed Church is the data controller (contact details as above). This means it decides how personal data is processed and for what purposes.

3. How do we process personal data?

The Elders’ Meeting of Purley United Reformed Church 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.

Purley United Reformed Church uses personal data for the following purposes:

  • to administer membership records;
  • to maintain accounts and other financial 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 and volunteers;
  • 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 (e.g. DBS signatories) to the Synod office and Church House. This permits the synod and national administration of the United Reformed Church

4. What is the legal basis for processing 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.

5. Sharing personal data

Personal data will be treated as strictly confidential and will only be shared with other members of Purley United Reformed Church (PURC) in order to carry out a service to other PURC members or for purposes connected with PURC.

The Church will only share data with third parties with the data subject’s consent.

6. How long does Purley United Reformed Church keep data?

Purley United Reformed Church retains personal records data on the following basis:

Record Type Retention Period
Membership rolls Indefinitely
Members, adherents & friends – contact details Three years from last contact
Children’s & young people’s groups – attendance & helpers Indefinitely for safeguarding purposes
Registers of Marriage As required by the Registrar General
Register of Baptisms Indefinitely
Gift aid declarations & paperwork 7 years
Financial information 7 years
Personal data relating to special events for which additional information is gathered Disposed of immediately after the event unless anything has occurred (eg an accident) which indicates that records should be retained longer
Photographs and videos of events 2 years after the event – selected items retained for historical records
Insurance records Indefinitely
Safeguarding matters Indefinitely
Accident reports Adult: 3 years from the date of the last entry Child/young adult: until age 21
Minutes of Church Meetings, Elders’ Meetings & formal church committees Indefinitely
Employee records 7 years after termination of employment

7. Rights and personal data

Unless subject to an exemption under the GDPR, a data subject has the following rights with respect to their personal data: –

  • The right to request a copy of the personal data which Purley United Reformed Church holds about them (a Subject Access Request or ‘SAR’);
  • The right to request that the Elders’ Meeting of Purley United Reformed Church corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request that their personal data is erased where it is no longer necessary for Purley United Reformed Church to retain such data;
  • The right to withdraw consent to the processing at any time;
  • The right to request that the data controller provides them with their 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 their 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.

8. Further processing

If it is wished to use personal data for a new purpose, not covered by this Data Protection Notice, then Purley United Reformed Church will provide the data subject 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, Purley United Reformed Church will seek the data subject’s prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Church Secretary at Purley United Reformed Church, 906 Brighton Road, Purley, Surrey, CR8 2LN. The Information Commissioners Office can be contacted on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

The Elders’ Meeting

Purley United Reformed Church

12 April 2018

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