Under Data Protection legislation the church Charity Trustees of Mount Zion Baptist Church, Cardigan are the Data Controller and can be contacted by phoning 01239 612167 or emailing office@cardigan. church.
We collect contact and medical information about the youth attending to enable the church to run the youth clubs and activities safely and to ensure we can contact you (or other nominated adult) in case of illness, accident or bad behaviour. Contact details (e.g. phone numbers) are also used to provide information about youth club events e.g. changes to time and place.
Data Protection legislation allows us to process this information as we regard it as being in the church’s legitimate interest. If you are unable to supply the information requested then we will be unable to accept the young person at our youth clubs or activities.
The information you supply will be held in paper form in a folder which will be kept in a securely locked cupboard in the youth centre and also stored in a password protected database. Phone contact information is stored in PIN protected phones. Accident information is recorded in the Accident Book which is kept in a securely locked cupboard in the youth centre. Incident information is recorded in the Incident Book which is kept in a securely locked cupboard in the youth centre. Only the youth leaders will have access to this information.
The information you provide will not be shared with anyone else unless we are legally required to do so.
If you have given permission for us to use photos and videos of your child, images may be published on the church’s social media accounts (e.g. our Facebook page), on the church website, in church publications or used by news media in articles about the church. Children under 16 will not be named in publications of the photographs without additional permission.
Forms, incident and accident reports and computer records will be retained to meet safeguarding and insurance requirements, after which paper records will be destroyed and computer records (other than published images) deleted.
If you are concerned about the way your information is being handled please speak to our Data Protection Manager who can be contacted using the phone number and email address above. If you are still unhappy you have the right to complain to the Information Commissioners Office.
March 2026