GDPR Privacy Statement


Plume Avenue United Reformed Church, Colchester

  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”).

  1. Who are we?

The eldership (serving elders) of Plume Avenue United Reformed Church, Colchester (“Plume Avenue Church“ or “the Church”) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

  1. How do we process your personal data?

The eldership of the 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 your personal data for the following purposes: –

  • To fundraise and promote the interests of the Church.
  • To manage our employees and volunteers.
  • To maintain our own financial accounts and records (including the processing of gift aid applications.
  • To provide news and information about events, activities and services running at the Church.
  • 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 (eg DBS signatories) to the synod office and Church House. This enables the synod and national administration of the United Reformed Church.
  1. What is the legal basis for processing your personal data?
  • 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.
  1. Sharing your 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.

  1. How long do we keep your personal 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


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 e.g. Church holidays

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


Indefinitely for safeguarding purposes.

Photographs and videos of


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


6 years after transfer or value taken.

Visitors Books

Other Record

  1. 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 Church holds about you (a Subject Access Request or ‘SAR’).
    • The right to request that the eldership of the Church 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 Church 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 (known as the right to data

portability), where applicable. [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

    • 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). [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
    • The right to lodge a complaint with the Information Commissioners Office.
  1. 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.

  1. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Church Secretary at Plume Avenue United Reformed Church, Plume Avenue, Colchester, Essex CO3 4PQ or

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

Plume Avenue United Reformed Church, Colchester