This document describes the data protection and retention policy of Bethany Hall Sunday School, Gourock, revised 27th August 2018.

1. How is your information stored?

(a) The register

The information we hold on you and your child is recorded in a physical booklet or sheet known as the class register. Each teacher maintains the class register for the children in his class. The class register lists the child’s name, address, date of birth, and recent attendances. The details on the class register may be visible to the children at the Sunday School as they have their attendance taken. The Superintendent of the Sunday School (or his depute) additionally maintains a list of contact telephone numbers (the contact list); this list is not normally visible but is available if the need arises. The class register and contact list are kept at Bethany Hall, Drumshantie Road during the Sunday School, but at other times are in the care of the leaders.

(b) On a computer

A computer is used to record the names of those attending the Sunday School, together with their address, date of birth, contact information and attendances. The contact list carried by the Superintendent is generated periodically from the computer record. The computer is connected to the internet but protected by a password and firewall, and remote logins are disabled. The computer records are generated from the information provided on the consent forms, together with details of recent attendances. “Special needs” are not recorded on the computer and do not appear on the class register, these are noted by the workers reviewing the consent forms and actioned if necessary.

(c) Consent forms

Consent forms are retained for a maximum of two years and then shredded.

(d) Temporary hard copies

The only hard copies which normally exist are the class registers and the contact list. However, occasionally, temporary hard copies of some information may be created for the needs of e.g. visitation or outings. These copies are in the care of the leader to whom they are issued, and will be destroyed after use.

2. Where is your information kept

The class registers and contact list are kept at Bethany Hall, Drumshantie Road during the Sunday School. Other than this, no personal information (aside from accident records) is kept at Bethany Hall. The minibus does not normally carry personal information (unless being driven by the Superintendent); if such is required a phone call can be made from the minibus to the leaders at Bethany Hall. The information is stored (in hard copy and computer) at the address of the Sunday School Superintendent. Class registers are kept at the address of the class teacher. No information is uploaded to/via the internet.

3. How long is your information retained?

Once a child has attended the Sunday School, his/her information will be entered into the class register, and will subsequently be maintained there. This information will also be recorded (on hard copy and computer) by the Superintendent. At the start of a new session (normally in September), new class registers, contact list and computer file are created; only the details of children who attend in the new session will appear on these. Previous class registers are passed to the Superintendent and are destroyed together with the previous contact list. The computer file from the previous session is retained, and the data may continue to be used by us (unless a specific erasure request is received). We will not use (process) information more than two years old. Information from previous sessions is archived on the computer indefinitely in case it is required by law. Consequently a request for data erasure would normally only result in data being erased from the current file, contact list and class register, but not from archived data.