Go back to normal view


Privacy Policy



Weoley Hill United Reformed Church, Selly Oak, Birmingham B29 4DE

1. Personal data

Personal data means information relating 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 eldership (serving elders) of Weoley Hill United Reformed Church 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 eldership of Weoley Hill 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.

We use personal data for the following purposes: -

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

 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

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


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


Register of Funerals


Personal data relating to events for which additional information is gathered eg Church holidays

Disposed of immediately after the event unless anything has occurred (eg 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


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


Employee Records

6 years after the date of termination of employment

Pension Records (money purchase)

6 years after transfer or value taken

Visitors Books


Other Record





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: -

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.

When and if we need to amend other aspects of this Data Protection Notice, such as the length of time data is retained, we will let you know.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Church Secretary at Weoley Hill United Reformed Church, Greenmeadow Road, Birmingham B29 4DE, 0121 244 6711 or at secretary@weoleyhillchurch.org.uk

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


The Elders

Weoley Hill United Reformed Church

Date: 25th May 2018