Capel United Church

Tudeley Capel and Five Oak Green LEP

Privacy Policy

Capel United Church Ecumenical Church Council

Data Protection Policy

 1. What is 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 their possession. The processing of personal data is governed by the General Data Protection Regulation (the ‘GDPR’).

 2. Who is the data controller?

The Ecumenical Church Council of Capel United Church, a partnership between the Church of England and the United Reformed Church is the data controller (see the contact details below). This means it is responsible and decides how your personal data is processed and for what purposes according to the law.

 3. How and why do we process your personal data?

The Ecumenical Church Council complies with its obligations according to ‘GDPR’ by keeping personal data up to date; by storing and destroying it securely: by not collecting or keeping 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 enable us to provide the ministry of Capel United Church for the benefit of our congregations, the community of Tudeley, Capel and Five Oak Green, and others;

  • To maintain our financial accounts and records (including the processing of Gift Aid);

  • To fundraise and promote the interests of the Church’s ministry;
  • To administer our membership records;

  • To manage our employees and volunteers;

  • To inform you of news, events, activities and services of Capel United Church;

  • To manage groups visits and bookings of Church premises;

  • To provide contact details of office holders (e.g. Churchwardens and Elders) to the regional and national administrations of the Church of England and the United Reformed Church. 

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

We process data on the following legal grounds, as permitted by GDPR:

  • Given our legitimate interests as a not-for profit voluntary body with a religious aim provided:

- The processing relates only to members or former members (or those who have regular contact with the Church in connection with these purposes); and

- There is no disclosure to a third party without consent.

  • Processing necessary for carrying out a legal obligation or to fulfil a contract (including under taxation, employment, social security or protection law, or relevant ecclesiastical legislation).

 5. Sharing your personal data

Your personal data will be treated with care and will only be shared with other members of the Church to carry out a service to other church members or for purposes connected with the Church’s ministry. We will only share your data with third parties with your consent.

 6. How long do we keep your personal data?

We keep data in accordance with the published guidance on the retention of records by the Church of England: ‘Keep or Bin: Care of Your Parish Records[1] and the United Reformed Church: Archives and Records Advice for Churches.[2]

Specifically, we retain electoral roll data while it is still current; gift aid declarations and associated documentation for up to 6 years after the calendar year to which they relate; and Anglican and United Reformed Church registers and records (baptisms, marriages, funerals and services held), permanently.


[2] The United Reformed Church: Archives and Records Advice for Churches (2019

Handling of Statistics

How we handle website statistics

By viewing our website your IP address, browser details, details of visits, may be logged and used for statistical purposes, network security and fraud prevention. This helps us to monitor how effectively the site is working. Be assured that we never profile normal visitors to the site or invasively monitor them. The statistical data will be used by ourselves and may also be used by our website provider to help provide the service. The legal basis for processing this information is Legitimate Interest."