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Suggested style letter for use when gathering information to compile a church directory (07/17)

[...... ]Baptist Church Date 20[..]

Dear Fellow Members and Friends,

Data Protection Act 1998

[...... ], our minister and the [Deacons/Elders/ Leaders/ Managers /or other title] are anxious that we update our records regarding the correct personal contact details for all those who are either members of or friends who attend [...... ] Baptist Church (‘the church’). As [Deacons], we are obliged to comply with the terms of the above Act in both keeping our records up to date and in making sure that we have your consent to keep such details. Further Data Protection regulations are due to be implemented in May 2018 and this request comes in the light of these changes. The church only keeps contact details for the purposes of running the church.

We have also been asked by some members if we could supply an up-to-date members’ and friends’ directory in order to facilitate communication amongst us. In the light of the above points, please could we ask you to complete your contact details below and then hand this paper to one of the [Deacons]. The [Deacon] will then make sure your answers are passed directly to [...... ] who, as [Church Secretary or other title], is charged by the [Deacons] with safely holding and maintaining our records.

If you are in agreement with the church holding your up to date personal contact details, please print them clearly below in the table.

If you wish only some of your contact details to be published in the directory, please indicate the one(s) which you are happy to be published by ticking the box next to the item. All ‘unticked’ details will be held safely by [...... / Deacons], but not published in the directory. This new directory will only be circulated to members of and friends who attend the church and who are listed within it. Please be aware however that we cannot control who may copy the directory after it is circulated.

yes, include this in the directory
(tick box) / CONTACT DETAILS
NAME
ADDRESS
(include postcode)
EMAIL
LANDLINE
MOBILE

If you have any questions at all regarding this letter, please speak to either [...... ] or one of the [Deacons]

Yours faithfully,

The Minister and [Deacons]

Contact:

[...... ]Baptist Church

Minister/ Church Secretary: [...... ]

Mobile:

Email:

Please note the following points, which are not part of the style letter:

  1. This letter should only be used prior to the new GDPR regulations coming into force in May 2018. The text will need to be adjusted after the new regulations come into force.
  2. No member of a family (e.g. a husband or a wife) should complete the form for another family member, as their wishes may not be the same
  3. Information on children (under 18s) should only be gathered when a parent/guardian has provided the information on the form and then signed it.
  4. Information like this must be kept up to date going forward. It is suggested that this exercise should be carried out at least every 18 months (with text adjusted as per note 1 above)