There are different levels of privacy depending on the nature of the information held as explained below. However this policy covers all information that is held, relating to members, adherents, friends, employees and participants in activities controlled by the church, including those for children and young people.
The Church may change this policy from time to time by resolution of the Elders Meeting. You should check this page from time to time to ensure that you are happy with any changes.
This policy is effective from 1 February 2017.
What we collect
We may collect the following information:
- Your name *
- Your home address *
- Your landline and mobile telephone numbers *
- Your email address
- Your relationship to the Church: member, adherent, friend, young person or other *
- Any role you have in the Church, such as Elder, Pastoral Visitor, Church Secretary *
- The name of the Pastoral Visitor in whose district you are, if any *
- Any rotas for which you have volunteered
Other personal details
- The gender by which you identify yourself (male, female or other)
- The family connection between you and other people in our records
- Your dates of birth and of significant events relating to the Church (such as baptism, marriage and becoming a member)
Your financial gifts to the Church
- Commitments you make to regular giving to the Church
- Gift Aid declarations you make in favour of the Church
- The value and dates of your giving
What we do with the information we gather
The information marked with * above is normally published in a printed directory of which copies are available at a small charge to all members and adherents. Upon request to the Church Administrator your landline or mobile phone numbers or your address will be suppressed from future copies of this directory.
Your email address may be used in communications from the church office or office bearers.
If you have volunteered for any rotas, your email address may be used to remind you of your scheduled duties, and you may elect to receive reminders of these duties by email, text message to your mobile phone or calls to your landline phone. Your name and duties for the upcoming fortnight will be visible on a public page of the church website, and more details of your future duties will be visible to the managers of the rotas.
If you are a member or adherent we will include you in our count of members and adherents submitted annually to URC headquarters. From time to time the URC also requests more detailed breakdowns of membership, for example by age. None of these reports identifies individuals by name.
The information listed above as Your financial gifts to the Church is held only by the Treasurer or an Assistant Treasurer and is released to others only for the purpose of managing and audit of the accounts and for reclaim of Gift Aid from HMRC.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and management procedures to safeguard and secure the information we collect.
If you log on to the Church website, it records the most recent time you used a page. This is done so that long-unused accounts may be deleted. The Church’s website is hosted by a commercial supplier, which logs information which ultimately could be used to track all your activity on the site, but this is only accessed for the purposes of improving the site (for example, correcting any broken links).
Most interaction between your computer or device and the Church website is strongly encrypted in both directions. The only exceptions are pages in the News area, where the inclusion of external links may prevent encryption being used. You can tell encrypted pages by the 'https' prefix to the web address. Your personal data which is held in a database is only accessible to Church staff and office bearers with a need to have such access, and that access is protected by individual passwords and commensurate security measures.
You can choose to decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This will prevent you from using some features of the website.
Links to other websites
Paper and other permanent records
Some of the data listed above is held in paper or other permanent records, including the Roll of Members, the Cradle Roll (of children baptised in the church), the Memorial Book and the War Memorial. These historic records are retained indefinitely. Statutory certificates of marriages carried out in the church are held in a fireproof safe for the period required by the registration authorities.
From time to time we take photographs to illustrate the life of the church. We use these photographs on our website and in printed publications and other documents. We do not identify individuals by name in captions or accompanying text unless there is a specific reason to do so. We do not use pictures of children showing their faces at a recognisable size without asking permission from their parents or guardians.
We do display posters within the church premises showing pictures of office bearers and staff together with their names and responsibilities.
If you have any concern about our present or future use of your or your children’s photographs please let us know as soon as possible in writing to the Church Administrator.
Controlling your personal information
The Church respects the privacy of its members and will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you under the Data Protection Act 1998. We are entitled to make a small charge for this but will not normally do so. If you would like a copy of the information held on you please make a request to the Church Administrator.
If you believe that any information we are holding about you is incorrect or incomplete, please contact the Church Administrator or write to her at St Andrew’s URC, Northey Avenue, Cheam, Sutton SM2 7HF. We will promptly correct any information found to be incorrect.
Adopted by the Elders Meeting on 7 February 2017