Group AGM Minutes -230516.pdf









The Parishes


of the

North Beltisloe

Group of Parishes

Seven parishes forming a united benefice in South Lincolnshire

North Beltisloe Benefice

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 Regulation (GDPR).

2. Who are we?

The Group Council of the Benefice, (the Council), is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Council 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 it.

We use your personal data for the following purposes:

 to enable the Council to provide a voluntary service for the benefit of the public in a particular geographical area;

 to administer membership records;

 to fundraise and promote the interests of the Benfice;

 to manage any employees and volunteers;

 to maintain our own accounts and records (including the processing of gift aid applications);

 to inform you of news, events, activities and services and

 for those who have given their specific consent, to share your contact details within the North Beltisloe Benefice, for its administrative purposes and to keep you informed of news, events, activities and services in the benefice, which may be of interest;

 for those who have given their specific consent, to share your contact details with the diocesan office so that it can keep you informed of news, events, activities and services in the Diocese of Lincoln, which may be of interest.

4. What is the legal basis for processing your personal data?

 Explicit consent from you (as “the data subject”) so that the Council can keep you informed about parish, benefice and diocesan news, events, activities and services.  

 Processing (means using your data and storing) is necessary for carrying out legal obligations in relation to Gift Aid; or under employment, social security or social protection law, or a collective agreement.

 Processing is permitted by a not-for-profit body with a religious aim, provided:

o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

o there is no disclosure to a third party without consent.

5. Sharing your personal data

The data subject’s personal data will be treated as strictly confidential and will only be shared with other members of the churches in order to carry out a service to other church members or for purposes connected with the churches. The Council will only share your data with third parties outside the Group area with your prior consent.

6. How long do we keep your personal data?

The data will be kept in accordance with the guidance set out in the guide Keep or Bin: Care of Your Parish Records which is available from the Church of England website [see footnote for link].

Electoral roll data is kept while it is still current.  Gift aid declarations and associated paperwork is kept for up to 6 years after the calendar year to which they relate.  Parish registers (baptisms, marriages, funerals) are kept permanently for each parish in the group.

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 the Council holds about you;

 the right to request that the Council corrects any personal data if it is found to be inaccurate or out of date;  

 the right to request that your personal data is erased, where it is no longer necessary for the Benefice to retain it;

 the right to withdraw your consent to the processing of your data at any time;

 the right to obtain and reuse your personal data for your own purposes across different services.  For example, this right allows you to move, copy or transfer personal data easily from one IT system to another, where applicable;  

 the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction be placed on further processing;

 the right to object to the processing of personal data, where applicable. [This only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

 the right to lodge a complaint with the Information Commissioner’s Office.

8. Further processing

If the Council wishes to use your personal data for a new purpose, not covered by this Data Protection Notice, then it 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, it will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints, in the first instance please contact the Hon. Secretary of the North Beltisloe Benefice;  Dr Hilary Gilbert,  St Katherine's Cottage, Back Lane, Ingoldsby, Grantham,  Lincolnshire

NG33 4EW;


You can contact the Information Commissioner’s Office on 0303 123 1113 or 01625 545745, or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Details about retention periods can currently be found in the Record Management Guides located on the Church of England website at: -

POLICY FOR PROTECTION of Children, Young People and Vulnerable Adults

Christians are called upon to recognise the unique status of children (and vulnerable adults).  There is a special need to respect them as individuals and protect them from vulnerability.  Jesus warned that those who exploit or abuse children (and vulnerable adults) deserve profound condemnation.  Within the Kingdom of God, children (and vulnerable adults) matter in their own right and are to be taken seriously.

(Page one Chapter one Policy Document by the House of Bishops 1999)

This active policy is designed to be used with reference to the policy documents issued by the House of Bishops with regard to the protection of children, young people and vulnerable adults.  Copies of these documents are available from the Parish Priest (01476 596991) or online at


1 Promoting a safer church.

2 Protecting all God’s children.  

3 Responding to domestic abuse.

4 Responding well to those who have been sexually abused.  

5 Safer recruitment

Priest with Pastoral Charge – Rev’d Anna Sorensen 01476 586991

Designated Benefice Safeguarding Officer – Mr Tony Clayton 01476 585711

Diocesan Safeguarding Team

01522 504080   07432 522412 
01522 504081 
 07712 321361 

This benefice recognises that the welfare of children and vulnerable adults is paramount and that we have a duty of care when they are in our charge.  We will do everything we can do to provide a safe and caring environment whilst they attend our activities.

We will:

- Treat all children/young people and vulnerable adults with respect and celebrate their achievements

- Carefully recruit and select all adults whether paid or voluntary.  The procedure for this can be obtained from any of the Parish Safeguarding Officers

- Provide assessment of risk for key roles for those working with children/young people and vulnerable adults

- Respond to concerns and allegations appropriately

The safeguarding officer is responsible for:

- Responding to and recording concerns.  When there are concerns about the welfare of any child, young person or vulnerable adult in our church community, those concerned are expected to share their concerns with the appropriate safeguarding officer or the parish priest.

- Ensuring all those who work with children/young people and vulnerable adults are subject to the Diocese protection procedures for recruiting volunteers to work with children/young people and vulnerable adults, and follow the code of conduct set out below

- That those in the parishes are offered suitable training opportunities


In cases of disclosure of abuse, by either children, parents, vulnerable adults or

carers, there is a legal obligation to share any information received with the

appropriate authority. If the parish priest is implicated, then the relevant Church

Warden should be informed, and the matter referred immediately to the  

Bishop’s Safeguarding Officer.


In our church community we will:

- Treat all children and vulnerable adults with respect and dignity

- Ensure that their welfare and safety is paramount at all times

- Always act in a professional way and not accept bullying

- Liaise openly with parents and carers

- Only use physical contact where appropriate

- Avoid being alone with children and vulnerable adults at all times

- Listen to and act upon any disclosures/allegations/concerns of child and vulnerable adult abuse as set out above

- Attend appropriate children and vulnerable adult protection training

- Make activities fun and enjoyable

For people working in key roles with children and vulnerable adults:

- Supervision should be in place to ensure the code of conduct is being followed

- Issues of management of children and vulnerable adults regarding such things as: one to one toileting, counselling or transport, should be discussed and thought through in the light of the code of conduct

- Clear statements should be made about non-compliance with the code of conduct by individuals:

Non-compliance will automatically mean the person will not work with children or vulnerable adults within church activities

Any concerns about that person’s behaviour regarding children or vulnerable adults will be reported to the Bishop’s Safeguarding Officer and/or the Police

Appendix 1 – Guidelines for personal safety when making pastoral visits

1 Consider visiting with another person if you are entering a situation that is new or uncertain.

2 Let someone know where you are and how long you intend to be.  You may wish someone to ‘phone you at an agreed time.  Make sure your phone is charged and on.

3 If you are at all uneasy or frightened, simply leave.  In an unknown situation choose a seat closest to the door.

4 Do not give personal details to anyone you do not know.

5 Do not accept donations in hand from anyone you don’t know.  Ask the donor to put it in a sealed and signed envelope.

6 If you have any concerns about safeguarding issues, share them with an appropriate person.

(Updated 25.10.2018)