1. Your personal data – what is it?
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. Who are we?
The Eldership as Trustees of St Andrew’s Roundhay 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 St Andrew’s Roundhay 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 your personal data for the following purposes: –
• To enable us to provide a voluntary service for the benefit of the public in the Roundhay area;
• To administer church membership records;
• To provide pastoral and spiritual support to you or your family members when necessary;
• To fundraise and promote the interests of the church charity and other charities included in
our Annual Appeal;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of news, events, activities and services running at St Andrew’s, in other
churches in Roundhay, and in other United Reformed Churches in the Leeds Mission and Care Group ;
• To share your contact details with the Synod office so they can keep you informed about news
in the Synod and events, activities and services that will be occurring in the Synod and in
which you may be interested.
4. What is the legal basis for processing your personal data?
• 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.
• Explicit consent of the data subject so that we can
o provide you or your family members with pastoral and spiritual support;
o keep you informed about news, events, activities and services at St Andrew’s or in the
Yorkshire Synod include your contact details in the ‘Church Directory’ which is circulated to Church
Members and Friends;
• Processing is necessary for carrying out obligations under employment, social security or social
• Processing is necessary for compliance with a legal obligation e.g safeguarding
• Processing is necessary for the performance of a contract e.g room hire or payment for supply of
goods or services
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members
or attendees 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 outside of the church with
6. How long do we keep your personal data?
Record Type Retention Period
Membership rolls Indefinitely
Members, adherents and friends contact details until 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 Indefinitely
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 Indefinitely
Register of Funerals Indefinitely
Personal data relating to events, incidents or spiritual support and guidance for which additional information is gathered.
Disposed of immediately after the event or incident or spiritual
support and guidance is provided 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 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
Employee Records 6 years after the date of termination of employment
Visitors Books Indefinitely
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 your personal data which Elders of St Andrew’s Roundhay holds about you;
• The right to request that the Elders correct 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 Elders 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 the data subject with his/her personal
data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
• 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, (where applicable);
• 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 Church
Secretary at the address on page 1 of this notice.
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.
Charity registration no: 1129283 Website: www.standrews.cc Facebook: St Andrew’s Roundhay
Church: Shaftesbury Avenue, Leeds LS8 1DS
Minister: Revd. Tim Lowe, 14 The View, Leeds LS8 1JL, email@example.com
Secretary: Sheila Telfer, Grove Lodge, 4 West Park Drive East, Leeds LS8 2EF, firstname.lastname@example.org
Treasurer: Willie Duncan, 21 North Grove Mount, Wetherby LS22 7GD (01937) 586 301 email@example.com