Data Protection & Privacy Notice (UK GDPR)

King’s Church Amersham welcomes everyone and runs services, groups and community activities for adults and children. We also hire rooms and facilities to individuals and organisations. This notice explains what personal information we collect, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.

1. What information we collect

We collect personal information about you and your children when you register with the church, join groups or rotas, volunteer, donate, complete forms (online or paper), or hire rooms/facilities. This may include contact details, family/household information, attendance, preferences, donation and Gift Aid information, safeguarding and DBS data, and relevant health or accessibility information.

2. How we use your information (lawful bases)

We process personal data only where we have a lawful basis, such as legitimate interests, consent, contract, or legal obligation, to:

  • communicate about services, events, groups and church life;

  • administer safeguarding for children, young people and vulnerable adults;

  • run rotas, small groups and volunteer teams;

  • manage donations, Gift Aid and other financial records;

  • manage room and facility bookings;

  • support pastoral care and community connection;

  • comply with legal and regulatory requirements (including DBS checks).

We do not sell your data. We only share data with third parties when required by law, to process DBS or Gift Aid, or when you have given consent.

3. Communications and preferences

We may send you news and updates about church life where we have your consent or a legitimate interest (for example, if you are a regular attendee or volunteer). You can change your preferences or opt out at any time using your ChurchSuite login or by emailing info@kca.church.


4. Data security and retention

Personal data is stored securely (for example, in password‑protected ChurchSuite and encrypted storage). Access is restricted to authorised staff, trustees and ministry leaders who need it for their role. We keep information only as long as necessary for the purposes above and then securely delete or destroy it in line with our retention schedule.

5. Website, cookies and online services

Our website uses necessary/functional cookies to improve your experience and compile anonymous visitor statistics. You can disable cookies in your browser settings. Our website may link to other sites; please check their privacy notices.

Some services or meetings may be live‑streamed or recorded. We will indicate when recording is taking place and offer ways to avoid being identifiable.

6. Your rights

  • access a copy of the data we hold about you;

  • ask us to correct inaccurate data or delete data that is no longer needed;

  • withdraw consent or object to certain processing;

  • request data portability;

  • complain to the Information Commissioner’s Office (ICO).

You can update much of your information directly via your ChurchSuite account or by contacting us.

7. Contact

Data Protection Officer: Mike Taylor | Email: info@kca.church | Tel: 01494 431882

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF | Tel: 0303 123 1113 | www.ico.org.uk

Last updated: 16 October 2025