Data Protection
and Privacy Policy

Cottingham Road Baptist Church (CRBC) is committed to protecting your privacy, and promise to respect your personal information and do all we can to keep it safe. We aim to be clear about how we obtain your details and only process them in ways we believe you would reasonably expect.

CRBC uses personal data about living individuals for the purpose of general church administration, pastoral care and communication.

CRBC recognises the importance of the correct and lawful treatment of personal data. All personal data, whether it is held on paper, on computer or other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation (GDPR) 2017.

CRBC fully endorses and adheres to the eight principles of the GDPR. These principles specify the legal conditions that must be satisfied in relation to obtaining, handling, processing, transportation and storage of personal data. Employees and any others who obtain, handle, process, transport and store personal data for CRBC must adhere to these principles.

The Principles

The principles require that personal data shall:

  • be processed fairly and lawfully and shall not be processed unless certain conditions are met;
  • be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose;
  • be adequate, relevant and not excessive for those purposes;
  • be accurate and where necessary, kept up to date;
  • not be kept for longer than is necessary for that purpose;
  • be processed in accordance with the data subject’s rights;
  • be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisational measures;
  • not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

How we collect data and information about you

We collect personal information each time you are in contact with us. For example, when you:

  • register your details and your family details in writing or orally, to church staff or volunteers;
  • register your details and your family details via an embedded form on our website;
  • make a donation, i.e. by completion of offering envelopes;
  • register for a CRBC event;
  • when you attend CRBC services or participate in other church activities;
  • communicate with the church by means such as email, letter, telephone etc;
  • face to face meetings with staff and volunteers;
  • access social media platforms such as Facebook.

Data Collection during Covid-19

If you attend any Cottingham Road Baptist Church organised activity, we are collecting your name and contact details in order to fulfil our responsibility to provide a safe environment during this COVID-19 recovery phase. We will only use this information to contact you in the event that we believe you may have come into contact with a suspected case of COVID-19 at CRBC and it may be necessary to share your details with NHS Test and Trace if they are requested for contact tracing and the investigation of local outbreaks. Your name and contact details will temporarily be securely stored on site and they will be retained for a period of 21 days in line with government guidance and then disposed of within the following 7 days.

Maintaining Confidentiality

CRBC will treat all your personal information as private and confidential and not disclose any data about you to anyone other than the Minister and those deemed necessary in order to facilitate the administration and day-to-day ministry of the church.

All CRBC staff and volunteers who have access to Personal Data will be required to agree to sign a Confidentiality Policy and a Data Protection Policy.

There are four exceptional circumstances to the above permitted by law:

  • the day-to-day administration of the church; e.g. pastoral care and oversight including calls and visits, preparation of ministry rotas, maintaining financial records of giving for audit and tax purposes;
  • contacting you to keep you informed of church services, activities, resources and events;
  • statistical analysis; gaining a better understanding of church demographics.

Subject Access

All individuals who are the subject of personal data held by CRBC are entitled to:

  • ask what information the church holds about them and why;
  • ask how to gain access to it;
  • be informed how to keep it up to date;
  • be informed what CRBC is doing to comply with its obligations under the General Data Protection Regulation 2017.

Rights to Access Information

Employees and other subjects of personal data have the right to access any personal data that is being held by CRBC. This right is subject to certain exemptions: Personal Information may be withheld if the information relates to another individual or is subject to legal or criminal investigation.

Any person who wishes to exercise this right should make the request in writing to the CRBC Data Protection Trustee, using the standard letter which is available online from

Please address all correspondence to:

FAO: The Data Protection Trustee
Cottingham Road Baptist Church
Chanterlands Avenue (North), 
Kingston Upon Hull,
East Yorkshire. HU5 4AY

or by emailing it to:

If personal details are inaccurate, they can be amended upon request and a record of the change will be kept on file for continuity. CRBC aims to comply with requests for access to personal information as quickly as possible, but will ensure that it is provided within 30 days of receipt unless there is good reason for delay. In such cases, the reason for delay will be explained in writing to the individual making the request.

On Going Requirements

The church will monitor this policy to ensure it meets statutory and legal requirements including, but not limited to, General Data Protection Regulation, Data Protection Act, Children’s Act, Rehabilitation of Offenders Act, Prevention of Terrorism Act, and Social Security Administration (Fraud) Act 1997 and subsequent legislation that affects confidentiality.

Church Contacts
Chanterlands Avenue (North),
Kingston Upon Hull,
East Yorkshire. HU5 4AY
Phone: 01482 450345

Church Minister

Church Secretary
Wendy Cunliffe
Phone: 01482 447355

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