6. How long do we keep data? We retain data on the following basis: Record Type Retention Period Membership rolls Indefinitely Members, adherents and friends 24 months after the last contact contact details 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 6 years after the calendar year to which it relates paperwork Registers of Marriage As required by the Registrar General Register of Baptisms Indefinitely Register of Funerals Indefinitely Personal data gathered on annual Disposed of after the period to which they relate, unless Information and Consent Forms anything has occurred (eg an accident) which indicates that records should be retained for a longer period. Personal data relating to events Disposed of immediately after the event unless anything for which additional information has occurred (eg an accident) which indicates that records is gathered eg Church holidays should be retained for a longer period. Records of attendance of Indefinitely for safeguarding purposes children/young people and helpers Photographs and videos of 24 months after the event selected items retained for – events 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) Minutes of Church meetings, Indefinitely Elders meetings and Leadership Team meetings Employee Records 6 years after the date of termination of employment Pension Records (money 6 years after transfer or value taken purchase) 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 Cornerstone Hythe United Reformed Church holds about you (a Subject Access Request or ‘SAR’); The right to request that the eldership of Cornerstone Hythe United Reformed Church corrects any personal data if it is found to be inaccurate or out of date;
6. How long do we keep data? We retain data on the following basis: Record Type Retention Period 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 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 gathered on annual Information and Consent Forms Disposed of after the period to which they relate, unless anything has occurred (eg an accident) which indicates that records should be retained for a longer period. 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 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) Minutes of Church meetings, Elders meetings and Leadership Team meetings 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 Cornerstone Hythe United Reformed Church holds about you (a Subject Access Request or ‘SAR’); The right to request that the eldership of Cornerstone Hythe United Reformed Church corrects any personal data if it is found to be inaccurate or out of date;