Privacy Notice


G2 is committed to maintaining the trust and confidence of your personal information which we keep in an online system called ChurchSuite, and other GDPR compliant databases, which we use to plan meetings, organise rotas, small groups, arrange children's, youth work and other meetings and activities.

You can log in to ChurchSuite (g2.churchsuite.co.uk/my) at any time to change and update your personal information. Please note that it is not possible to be actively involved with G2, beyond just attending Sunday meetings, without confirming that you are happy for us to store your information in this way. We are required to keep records of children and youth attending any meeting or event.

We won’t ever share email lists with 3rd parties and we will only contact you with important or relevant information. If you are on a rota then your contact details maybe visible to team members so swaps can be made.

In this Privacy Policy, we’ve provided lots of detailed information on when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure.

1. Your personal data – what is it?

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. Who are we?

The data protection officer for G2 is Hannah Smith, who is responsible for how your personal data is processed and for what purposes.

3. How do we process your personal data?

G2 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 your personal data for the following purposes: -

  • To enable us to provide a voluntary service for the benefit of the public;
  • To administer membership records;
  • To fundraise and promote the interests of the church;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of Gift Aid applications);
  • To inform you of news, events, activities and services run by G2.

4. What is the legal basis for processing your personal data?

Explicit consent of the data subject so that we can keep you informed about news, events, activities and services.

Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;

We have a legal obligation to hold certain data for the purpose of Safeguarding and protecting children and vulnerable adults;

We do not disclose your data to a third party without your consent unless required to do so by law.

5. Sharing your 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 activities involving other church members (e.g. rotas for teams) or for other necessary purposes connected with the church. We will only share your data with third parties with your consent.

6. How long do we keep your personal data?

We keep data in accordance with the guidance set out in the guide “Keep or Bin: Care of Your Parish Records” which is available from the Church of England website.

Specifically, we retain Gift Aid declarations and associated paperwork or electronic records for up to 6 years after the calendar year to which they relate; incident and attendance registers for children and youth for 25 years and registers for baptisms, marriage and funerals permanently.

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 your personal data which G2 holds about you;

The right to request that G2 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 G2 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 the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable;

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, (where applicable);

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. Changes to your communication preferences

If you ask to be part of a team, an event, on a rota or a member of a group we will amend your communication preferences so that relevant people can communicate with you about those activities.

10. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Data Controller at gdpr@g2york.org.

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