Thames North Synod Office
St Paul’s United Reformed Church
London W2 5LS
Tel: 020 7799 5000

Data Privacy Statement

URC Thames North Trust

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

URC Thames North Trust (“the Trust”) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Trust 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.

The Trust uses personal data for the following purposes: -

  • to administer records of board and subcommittee members;
  • to maintain financial accounts and records (including the processing of gift aid);
  • to make grants;
  • to manage properties (including purchases, sales and leases);
  • to recruit, support and manage employees and volunteers;
  • to liaise with contractors;
  • to fundraise and promote the interests of the United Reformed Church generally;
  • to enable the Trust to provide voluntary services for the benefit of the publicin the geographical area of the Synod; 
  • to maintain the security of property and premises;
  • to provide contact details of officers and others with specific responsibilities to Church House to enable the national administration of the United Reformed Church. 
  • to provide news and information about events, activities and services in the URC Thames North Synod (“the Synod”), in local churches and in the wider world;

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

One or more of the following bases will apply (depending on circumstances): -

  • the data subject has given their consent;
  • processing is necessary for contractual purposes;
  • processing is necessary to comply with a legal obligation;
  • occasionally where processing is necessary to protect someone’s vital interests; or
  • processing is necessary for our legitimate interests, except where those interests are overridden by the interests or fundamental rights and freedoms of the data subject.

In the case of processing of special categories of data (such as religious beliefs, health, etc), processing will also be based on the following grounds: -

  • processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
  • occasionally where processing is necessary to protect someone’s vital interests and the data subject is not capable of giving consent;
  • processing is carried out by a not-for-profit body with a religious 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;
  • processing relates to data manifestly made public by the data subject; or
  • processing is necessary for occupational health, subject to professional safeguards.

5. Sharing personal data

Personal data will be treated as strictly confidential and will only be shared with other members of the Synod or the Trust in order to carry out a service to a church, a church member or for purposes connected with the Synod or the Trust. 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
Minute Books Indefinitely
Board and subcommittee members’ and officers’ contact details Permanently for legal records, otherwise 1 year after leaving office
Property deeds Permanently
Accounts Permanently
Financial records (including Gift Aid and grants) 6 years (correspondence to be weeded before archiving)
Employees’ (and candidates’) personnel files 6 years, unless there is an ongoing legal dispute (1 year for candidates)
Pension Records (money purchase) 6 years after transfer or value taken
Personal data relating to events for which additional information is gathered e.g. residential events 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
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
E-News subscribers’ contact details (controlled jointly with the Synod) 2 years after last contact or 3 months after notification of change
Enquirers’ contact details and any associated documents Indefinitely (pending review of policy)
Legal contracts Permanently, if they relate to building works
Contractors’ contact details and any associated information 5 years after last contact (pending review of policy)
Safeguarding records Indefinitely
Contact details for local church officers, ecumenical partners, denominational and other synod contacts, professional contractors, etc (controlled jointly with the Synod) 2 years after the last contact or 3 months after notification of change

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 the Trust holds about you (a Subject Access Request or ‘SAR’);
  • The right to request that the Trust 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 the Trust 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 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.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Trust Office on 020 7799 5000 (option 5) or via email or at the Trust Office, St. Paul’s URC, Newton Road, London, W2 5LS.

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.

URC Thames North Trust
May 2018

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Thames North Synod Office
St Paul’s United Reformed Church
Newton Road
London W2 5LS

URC Thames North Synod - Data Privacy Statement

020 7799 5000

United Reformed Church Thames North Synod
Charities Regd No. 1135477

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