Data Privacy Notice

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’).

2. Data Controller

The Elders’ Council of Trinity United Reformed Church Wimbledon is the data controller for the church. This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Elders’ Council of Trinity United Reformed Church Wimbledon 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 and maintain an annual Church Directory;
  • 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 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 URC Southern Synod office and URC Church House. This enables the synod and national administration of the United Reformed Church.
4. What is the legal basis for processing your personal data?

Under the ‘GDPR’, 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

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.

6. How long do we keep data?

We retain data on the following basis:

Record Type

Retention Period

Membership rolls


Members, adherents and friends contact details

48 months after the last contact (or, where the contact details relate to the church’s activities for children, 24 months after the last contact)

Cradle & Junior Church rolls


Gift aid declarations and paperwork

6 years after the calendar year to which it relates

Registers of Marriage

Indefinitely, unless otherwise required by the Registrar General

Register of Baptisms


Records of Funerals


Additional data gathered in relation to particular events e.g. church away-days

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, and related consent forms

Indefinitely for safeguarding purposes

Photographs and videos of events

24 months after the event (if retention beyond this time is proposed, e.g. for ongoing church publicity, consent of those photographed/recorded will be sought)

Insurance Records


Safeguarding matters

Indefinitely, unless otherwise required by the relevant legal 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


Employee Records

6 years after the date of termination of employment

Pension Records (money purchase)

6 years after transfer or value taken

Visitors Books


7. 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 Trinity United Reformed Church Wimbledon holds about you (a Subject Access Request or ‘SAR’, with which the data controller must comply within 30 days);
      • The right to request that the Elders’ Council of Trinity United Reformed Church Wimbledon 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 Trinity United Reformed Church Wimbledon 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.
8. Further processing

If we wish to use your personal data for a purpose that is not covered by this Data Privacy Notice, then we will provide you with a supplementary notice explaining this further use prior to commencing the processing and setting out the relevant purposes and processing conditions. Wherever necessary, we will seek your prior consent to the further processing.

9. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Joint Church Secretaries at:

Church Office
Trinity United Reformed Church
Mansel Road
London SW19 4AA

Tel. 020 8946 9281

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’ Council
Trinity United Reformed Church Wimbledon

May 2018