Beulah United Reformed Church
Rhiwbina, Cardiff


Flowing Streams, Bringing Life



(To Beulah Elders, January, 2022)

 Beulah United Reformed Church, Rhiwbina, Cardiff

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
The eldership (serving elders) of Beulah 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. What Data do we collect and process
We collect data, i.e., personal information (see appendix 1) mostly supplied by you e.g., when filling out a form.
We may also receive information from other sources including, for example, previous employers in the case of employees. We may also hold visual images.

We process personal data in both electronic and paper form and all this data is protected under data protection law.

In some cases, we may hold types of information that are called “special categories” of data in the UK GDPR, which would include any information regarding the health of an individual – mostly in relation to children and young people

The eldership of Beulah 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: -

·                     to administer membership records;

·                     to maintain our financial accounts and records (including the processing of gift aid);

·                     to provide news and information about events, activities and services at the church;

·                     to fundraise and promote the interests of the church;

·                     to manage employees and volunteers;

·                     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.

·                     To administer and monitor activities including children and young people.

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

·         There are several legal bases for the processing of personal data. For most purposes, the legal basis used by Beulah is that of ‘Legitimate Interests’. (Beulah has undertaken a ‘Legitimate Interests Assessment’, available on request)

·         In some cases, including financial matters, registration of marriages and, safeguarding of children, we collect and process data because we have a ‘legal obligation’ to do so.

·         In some cases, your consent is the legal basis (for example the sharing of photographs

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, except in rare emergency or safeguarding situations.

6. How long do we keep data?

 See Appendix 1.)

7. Your rights and your personal data 

You have the following rights with respect to your personal data: *

·         The right to request a copy of the personal data which Beulah United Reformed Church holds about you (a Subject Access Request or ‘SAR’);

·         The right to request that the eldership of Beulah United Reformed 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 Beulah United Reformed Church to retain such data;

·         In limited circumstances, the right to withdraw your consent to the processing at any time where we are relying on consent to process data; and in limited circumstances, the right to object to the processing of personal data; eg for inclusion in the church directory.

·         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 lodge a complaint with the Information Commissioners Office.


*unless subject to an exemption. For further information on exemptions, follow the link below:



8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection notice, we will endeavour to seek your prior consent.

9. Review

This statement will be reviewed annually by elders and brought to the notice of Church Meeting.

10. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Church Secretary at Beulah United Reformed Church, Beulah Road, Rhiwbina, Cardiff, CF14 6LT.

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

Beulah United Reformed Church


Date of Review:

APPENDIX (for full statement, not for display)

6. How long do we keep data?

We have followed guidance from the United Reformed Church, being mindful of Safeguarding requirements and financial legislation in establishing retention periods. These may be reviewed and updated as necessary.


Record Type

Retention Period

Membership rolls Indefinitely
Members, adherents and friends contact details As long as deemed pastorally necessary
Directory of Members Office copy – only current one held
Junior Church records of attendance (children & helpers) Indefinitely for safeguarding purposes
Junior Church contact details 24 months after the last contact or until age 21
Cradle roll Indefinitely
Holiday club records of attendance Indefinitely for safeguarding purposes


Holiday Club contact details 24 months after the last event
Youth Fellowship records of attendance & helpers Indefinitely for safeguarding purposes
Youth Fellowship contact details 24 months after the last contact or until age 21
Drop In records of attendance Indefinitely for safeguarding purposes


Documentation relating to Safeguarding 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)
Standing Orders – bank details As long as needed
Gift Aid declarations & paperwork For as long as needed (or as required by HMRC)
Financial records 7 years
Insurance Records Indefinitely
Room Hires The length of the hire
Employee Records 6 years after the date of termination of employment
Pension Records (money purchase) if relevant 6 years after transfer or value taken
Register of Baptisms Indefinitely
Register of Funerals Indefinitely
Register of Marriages As required by Registrar General
Personal data relating to events for which additional information is gathered eg Church retreats Disposed of immediately after the event unless anything has occurred (eg an accident) which indicates that records should be retained for a longer period, but indefinitely in the case of children. Contact details of people external to Beulah may be retained if necessary for invitations to future similar events.
Photographs and videos of events As required, with selected items retained for historical records
Live streaming of services & events Recordings on camera accessible only by webcam administrator & automatically deleted after a few days. Recordings would not normally be extracted without participants being made aware.
Minutes Books (Elders & Church Meetings) Indefinitely
Visitors’ Books Indefinitely
Concerts Contact List As long as information is wanted
Information gained for the purpose of arranging funerals, baptisms etc Data of family members, other than main participants: as long as pastorally necessary, otherwise one year after the event.
Pastoral Information Only for as long as it is relevant. Previously serving elders, officers etc should review their records, and destroy or pass on relevant information.



This page last updated: 03 April 2024

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