Privacy Notice

How KCBC will use personal information collected through the KCBC Census 2026

1. Purpose and scope

The census is for current members, regular attendees and others who consider KCBC their church home. It helps KCBC maintain accurate church-family records, support connection and participation, and review/reconcile the formal Membership Roll. The census itself does not add or remove anyone from membership.

2. Information we may collect

Depending on your answers, KCBC may collect identity/contact details; full date of birth; connection and membership information; limited household/children information; participation, serving and leadership involvement; high-level practical/accessibility needs; communication and media preferences; and reconciliation/follow-up status.

3. Where information comes from

Mainly from you through the online or paper census. Where needed for verification, KCBC may compare it with existing records such as current/historic Membership Rolls, Church Members’ Meeting records, membership applications/transfers, ChurchSuite/contact records and relevant correspondence.

4. Lawful basis and religious-belief data

For the core census and record-reconciliation work, KCBC’s working Article 6 basis is legitimate interests: maintaining accurate church-family/membership records, administering church life responsibly, enabling participation and fulfilling governance responsibilities. Where processing reveals religious belief, KCBC intends to rely on Article 9(2)(d) UK GDPR where its conditions are met for a religious not-for-profit body processing data about members, former members or people in regular contact with it. Optional communications or planned identifiable media choices are kept separate and may rely on consent where appropriate.

5. Children and young people

A parent/guardian may provide limited information about a child under 18 for whom they have responsibility. This may include name, DOB, relationship, current participation and limited planning/accessibility information. The census is not used for medical/allergy details, safeguarding case information or activity-specific permissions. Duplicate entries from two authorised adults may be reconciled.

6. Access, systems and sharing

7. International processing

Some cloud processing may involve access to or processing outside the UK. Before launch, KCBC will confirm the relevant Google contracting/processor terms, subprocessor arrangements and any required UK transfer safeguard. The public notice will reflect the verified position.

8. Retention

9. Security, rights and safeguarding

• KCBC uses role-based access, minimum-necessary sharing, 2-step verification, restricted Drive/Sheet permissions, secure paper handling and defined deletion rules.
• Depending on the circumstances, you may have rights of access, correction, erasure, restriction and objection, and may withdraw consent where a particular optional activity relies on consent. Some rights are not absolute where KCBC must retain governance records or has compelling lawful grounds.
• KCBC does not use the census for solely automated membership or other significant decisions.
• The census is not a safeguarding reporting channel. Any safeguarding disclosure must be referred through KCBC’s safeguarding process and must not be circulated in ordinary campaign trackers.
• You may complain to the Information Commissioner’s Office (ICO) if dissatisfied with KCBC’s handling of your personal information.

10. Contact and related documents

Questions or rights requests: Church Secretary / Data Protection Officer – amos@kcbc.org.uk. This notice should be read with the KCBC Census Information Sheet and KCBC Data Protection Policy.