Privacy Notice
Organisation name: United Kingdom Church Administrators Network (UCAN, churchadministrators.net, churchworkers.net)
ICO Reference: ZB170820
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 Data Protection Act 2018 (UK’s implementation of General Data Protection Regulations (“GDPR”)).
2. Who are we?
The UK Church Administrators Network (UCAN), registered company 10660800. Our registered office is at 27 Old Gloucester Street, London, WC1N 3AX. Email: info@churchadministrators.net Telephone: 0300 302 1887. We are a data controller.
UCAN is a membership network supporting churches and church administrators across the UK. We hold data only for managing our membership and enabling us to serve the network well.
Our data subjects are the individuals working or volunteering to deliver the administrative and managerial aspects of running churches in the UK.
3. How do we process your personal data?
UCAN 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 services for the benefit of church administrators and senior managers across the UK;
To administer membership records;
To administer events, courses and conferences;
To fundraise and promote the interests of the network;
To manage our employees and volunteers;
To maintain our own accounts and records;
To inform you of news, events, activities and services run by UCAN.
4. What is the legal basis for processing your personal data?
We process data on the following basis:
Legitimate Interests - For member communications, event administration, website enquiry handling, and general membership management — where our interest in providing the service is not overridden by your interests or rights
Contract - Where processing is necessary to deliver a service you have paid for or contracted with us — including subscriptions, event bookings, and HR service engagements
Legal Obligation - Where we are required to process data by law — including HMRC financial record-keeping, employment law, right to work checks, and safeguarding obligations
Consent - For optional marketing communications, and for sensitive data such as dietary/health requirements for events. You may withdraw consent at any time.
5. Sharing your personal data
Your personal and church data will be treated as strictly confidential and will only be shared with authorised members of the UCAN team and Group/Event facilitators (employed or voluntary) for the purposes of carrying out UCAN activities and events. Additionally, your data is visible for other members of the UCAN network according to your privacy and communication settings. Third party processors are used for:
Membership Management
IT & Cloud infrastructure
Payroll Management
Financial Management
Course & Event Administration
Provision of Resources
Communication
Third Party processor details can be provided on request.
6. How long do we keep your data?
Membership data is kept while the subject is part of UCAN or linked in any kind of active relationship. Thereafter, information is managed in accordance with our Document Retention Policy
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 UCAN holds about you;
The right to request that UCAN 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 UCAN to retain such data;
The right to withdraw your consent to the processing at any time
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;
The right to data portability;
The right to lodge a complaint with the Information Commissioners Office.
Through your ChurchSuite account, Administrator & Manager Members can access the data and communication preferences and update them at any time. We also hold additional data such as a history of changes, events attended, and a record of communications with you. You can request to see this at any time.
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. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact UCAN via 0300 302 1887 or via info@churchadministrators.net.
You can also contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.