United Church Winchester

Welcome to the United Church Winchester.

 We invite all those who want to share in the exploration of what the Christian faith means to join us in worship and fellowship. We offer lively, relevant and interesting worship and assure you of a warm welcome.

As well as services on Sundays and Friday and groups who meet for fellowship, we have a Coffee Bar which is open to the public every week day morning from 10am - 2pm and on Saturdays from 10am - 12pm.  We also host various events open to one and all.

Please use the navigation list to explore what the church offers more.


United Church Privacy Notice



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 Church Council of the United Church Winchester 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 Church Council of the United Church Winchester 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 local and national bodies of the United Reformed and Methodist Churches.

4. 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: -

o   the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

o   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. 

Reference may be made to relevant national and local policy/guidance (for example policy / procedures in relation to safeguarding adults and children, Hampshire County Council)  For example,  https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/419604/What_to_do_if_you_re_worried_a_child_is_being_abused.pdf

and the government advice signposted in this https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/419628/Information_sharing_advice_safeguarding_practitioners.pdf

·          Explicit consent of the data subject has been given.

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 circumstances where this sharing is in the ‘vital interests’ of the data subject or ‘in the public interest’, such as where safeguarding adults and children issues arise. In such situations reference may be made to relevant local and national policy/guidance (for example Hampshire safeguarding children and Hampshire safeguarding adults policies and procedures). It might include situations, for example, where someone lacks capacity to consent, collapses in Church and needs to be conveyed by ambulance. We should offer details to the ambulance service.  

6. How long do we keep data?

We retain data on the following basis:

Record Type                                                                                  Retention Period[1]

Membership rolls                                                                           Indefinitely

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

Messy Church contacts                                                                24 months after the last contact

Toddler and baby group contacts                                               24 months after the last contact

Cradle roll                                                                                     Indefinitely

Coffee bar volunteers                                                                  24 months after the last contact

Mens ‘and womens ‘groups                                                         24 months after the last contact

Gift aid declarations and paperwork and other financial records  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 for which additional information is gathered eg Church holidays

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

Pension Records (money purchase)                                            6 years after transfer or value taken

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 the personal data which the United Church holds about you (a Subject Access Request or ‘SAR’);

·       The right to request that the Church Council of the United 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 United 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.

·       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;

·       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 Administration Coordinator at office@unitedchurchwinchester.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 Church Council

The United Church, Winchester, SO23 8RZ

01962 849559


Date: 1/5/18

This document was adapted from the URC template to be found at https://www.urc.org.uk/GDPR.html