GDPR and sharing information between separate legal entities

GDPR and sharing information between separate legal entities - apologies if this has already been covered (I'm new to UCAN) but how are people dealing with the fact that the vicar and the PCC (and also for us our Pioneer ministers) are separate legal entities and therefore separate Data Controllers, but need to share information? I was thinking of covering it somehow in the consent form but cannot find anything on it in any of the guidance so would be grateful for any thoughts. Thanks.  Jacqui Piper

GDPR and the Information Commissionar's Office

ICO (Information Commissioner's Office) Subscription re GDPR. 

Is everyone subscribing to the ICO re GDPR? I am hearing conflicting responses.

1:YES - unless you are confident you meet the exempt conditions for not-for-profit organisations.

Is anyone able to give me an example of this?

2: NO - if church only does charitable work. What are churches doing? Thanks!

Pauline Griffiths

Holiday Entitlement

We are looking at the staff contracts and looking at holiday entitlement. Scanning some recent job adverts, it seems that 25 days is the typical entitlement.  This was borne out at CE18 when I took a straw poll of people at the table I was sat at for lunch.  Interested to hear views re entitlement and whether this includes bank holidays and between Christmas - New Year?  Chris Harris

Membership Directories

We have recently updated our website and this has a “members and friends” section where this information is now stored (which is password protected).  However, a few people are still requesting the paper copy – due to age/not computer literate/ unable to access from phones when out and about/forgetting passwords, etc.

So my question is has anyone got a solution?  – the website idea relies on people updating their own information (which 9/10 don’t bother to do!)


More importantly in the light of the GDPR changes – can we still have a paper copy of these details?  Liz Crowter

Public Liability Insurance for Hirers

I have a question about Public Liability insurance for regular hirers of rooms. We have a number of official clubs hiring rooms which is fine because they tend to have PL insurance under their wider club membership; WI, Girl Guiding etc. However we also have a few little clubs which are just groups of people who meet together and hire the rooms. One such hirer doesn’t have PL insurance on their home insurance, and has apparently been quoted £100+ for a PL policy. Does anyone have any advice they can shed on this? At present the hirer in question is considering ceasing her hire because of the cost. Thanks Sarah Read

First Aid courses and provision?

What is required for first aid courses and how can this be arranged?

Here's an interesting article on first aid requirements for church. 

Ultimately as a church you need to make sure that your arrangements are appropriate for your environment and circumstances. Various factors will affect this. How many staff are employed? The vulnerable nature of your congregation or groups? The types of activities you run and how risky these are. How close are you to a local hospital or ambulance station? All of these should be risked assessed and an appropriate policy should be put in place. 

Whatever the policy, you should make sure that you have adequate an adequate first aid box available and an audit process for checking this, notifying use and replenishing items. An accident book / incident report book is a 'must' and this should be easily located in the church and known to all key personnel. However, once reports have been completed these should be filed safely and securely as they are confidential. Accident reports needs to be retained for a minimum of 3 years for adults, or for a child until the child as reached 21yrs (which is reaching the age of 18yrs +3). All accident reports should be analysed by an appointed person to asses whether anything is notifiable to HSE or any alterations need to be made to premises or activities. 

It is good practice for the church to have a number of qualified first aiders and depending on activities you may have a duty rota in place. This could be for Sunday services (if you deem necessary) or just for the workplace (for employed staff) or for offsite, children's groups/activities or activities involving vulnerable adults. Ideally, in all of these situations. 

Unless you deem otherwise, the basic Emergency First Aider at Work course is sufficient as this covers cuts & bleeds, resuscitation, CPR and defib, choking, seizures and emergency assessments. St John's Ambulance is a good training provider and you can train at one of their centres or organise an onsite training for your home team. If there is sufficient interest, we could look at the opportunity to organise UCAN local groups / regions to group together for training. Please do let Isabel know ( know if this would interest you. The cost of training is often circa £150 for a day long course and the qualification lasts 3 years.


Indellible Ink | Register entries

My apologies if this is covered elsewhere on the website.

I recently had a conversation with the Rector about ink for the registers. He thought that we should use indellible ink so that it doesn't fade over time. I use permenant ink, but looking at the Wedding Register information from my diocese it says we should use blue/black ink from Ecclesistical Supplies. This is provided in a bottle. There is also a fountain pen with a special convertor. Is this ink only needed in the wedding register, or also in the service register, burial register, baptism register?! Please let me know what you do in your church! Thank you, Vicky.

Vicky Johnston


Hi Vicky,

We tend to use the indelible ink for all of our registers and banns certificates and things, purely because the ink contains something (I want to say iron, but not 100% certain) which can clog up the fountain pen nib if not used regularly. I keep a pen and a bottle of ink in the office, and there is a pen and bottle of ink in the vestry. Every now and again I swap them over so that they are getting equal and consistent use. My thinking is that if we look after the pens, they can last indefinitely and then we just have to replace the ink when we run out, although knowing the track record of things walking, or getting lost or damaged, this might be wishful thinking! I hope that helps, Kirsty

Hi, We use the registrars ink in all our registers. When I enquired as to what was special about the ink compared with 'normal' permanent ink I was told that the chemical composition means it will survive extreme circumstances such as flood damage and is meant to last over 200 years. To protect our pens we were told to flush them through with water each time we refill them.One point I would like to know from everyone though - do you replace your ink annually? I have been told that you should throw away the remnants of a bottle after a year because the salt content increases over time due toevaporation - does anyone else know if this is correct? Chantelle Gardner


We use the ink from Ecclesiastical Supplies for all our registers too. I didn't know that it should be regularly replaced until after our Bishop visited for our new vicar's Institution Service last year so that huge, very formal entry in our Service Register is rather insipid! We don't have many weddings/funerals which means the bottle lasts ages so it would be useful to know what the exact shelf-life is. Caroline Bowen

Hi Vicky, You have to use registrars ink (which is the ink that you have found) and have to use it for all registers and also on Wedding Certificates. This is because the ink doesn't fade or deteriorate in water etc. Martin Dudley