Data Protection & Privacy Policy

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 Regulations (the “GDPR”).


2. Who are we?

The UK Church Administrators Network (UCAN). Our registered office is at 27 Old Gloucester Street, London, WC1N 3AX. Email:  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 the 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 a voluntary service for the benefit of church administrators and senior managers across the UK;
  • To administer membership records;
  • 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?

  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and respect your communication preferences.
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract. In our context, this is the membership subscriptions of churches and individuals in UCAN.
  • Processing is necessary for carrying out legal obligations in relation to employment, social security or social protection law;


5. Sharing your personal data Your personal and church data will be treated as strictly confidential and will only be shared with other members of network in order to carry out a service to other UCAN members or for purposes connected with the network. We will only share your data with third parties outside of UCAN with your consent.


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 archived for a period and finally deleted.


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 lodge a complaint with the Information Commissioners Office.

Through your ChurchSuite account, you 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 of complaints please in the first instance contact our office.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.