Exeter Coast & Country Methodist Circuit — Data Protection (GDPR) Summary
A plain-language summary of how we handle personal data in the Circuit. To read the full policy click here.
Quick Overview
We collect and use personal information so the Circuit can fulfil its church life and ministry: worship, pastoral care, rotas, safeguarding, giving, and communication.
We process personal data lawfully, fairly, and transparently under UK GDPR and the Data Protection Act 2018.
Who to contact:
Circuit Data Lead:
Circuit Office: exetermcco@gmail.com Tel: 07907 049325
Our Data Protection Principles
We follow these six key principles:
1. Lawfulness, fairness, and transparency
2. Purpose limitation – we only use data for stated purposes
3. Data minimisation – we hold only what we need
4. Accuracy – we keep information up to date
5. Storage limitation – we keep data only as long as necessary
6. Integrity & confidentiality – we protect data appropriately
What Personal Data We May Hold
• Contact details: name, address, phone, email
• Church records: membership, attendance, rotas, pastoral notes
• Giving & Gift Aid records
• Safeguarding information where required
• Photographs or video (with consent where required)
• Volunteer and minister records (including DBS checks)
Legal Grounds for Processing
We process personal data using one or more of these lawful bases:
• Consent – e.g. for photos or email newsletters
• Contract – for hiring church rooms or staff roles
• Legal obligation – e.g. Gift Aid or safeguarding
• Vital interests – to protect someone’s life
• Legitimate interests – reasonable church administration and pastoral care
If we rely on consent, you can withdraw it at any time (this won’t affect data already lawfully processed).
How We Use and Share Data
• To support worship, pastoral care, rotas, and volunteering
• To administer giving and Gift Aid
• To communicate about services, events, and Circuit news
• To fulfil safeguarding duties (shared with statutory agencies only when necessary)
• To work with Methodist Church bodies or trusted contractors under proper agreements
We never sell personal data.
Your Rights
Under GDPR, you can:
• Access your data (ask for a copy)
• Rectify incorrect or incomplete data
• Erase your data (“right to be forgotten”)
• Restrict how we process it
• Object to certain uses (e.g. marketing)
• Portability – receive your data electronically
To exercise these rights, contact exetermcco@gmail.com.
We aim to respond within one month.
Photographs, Video and Social Media
We seek consent before using images publicly.
For children under 13, parental consent is required.
Internal or pastoral images are used only under appropriate lawful bases.
Retention off Data
We have a strict policy on the retention of data. For for information click here for the full policy.
Safeguarding and Sensitive Data
Sensitive data (e.g. health, safeguarding, or DBS information) is processed only when necessary and handled securely.
Access is strictly limited to safeguarding officers or those with a legal duty to know.
Security Measures
• Password protection and secure storage
• Access limited to those who need the data
• Locked cabinets for paper records
• Secure handling of sensitive information
• Data processing agreements with trusted suppliers
What Happens if There’s a Data Breach
If a breach occurs:
1. Contain and assess the incident
2. Evaluate the risk to individuals
3. Notify the ICO within 72 hours (if required)
4. Inform affected individuals
5. Record and review the incident
Report breaches immediately to the Circuit Data Lead: exetermcco@gmail.com
Guidance for Ministers, Office Holders & Volunteers
• Collect only the data you genuinely need
• Obtain consent for photos or publicity
• Secure devices with passwords
• Pass safeguarding concerns only to the safeguarding officer
• Delete data when a volunteer or role ends
Governance, Training & Review
• The Circuit Leadership Team oversees GDPR compliance
• Training is encouraged for ministers, staff, and volunteers
• Policy reviewed at least every 2 years or when legal guidance changes
