Data Audit

To help you prepare for GDPR, you may want to carry out a Data Audit. This will enable you to work out where your church data is currently being held.

Create a document to list what data you hold, where it is stored, who has access to it and what lawful basis you have for holding it.

You may store personal church data within a spreadsheet, or cloud based software such as Google Drive or iKnow Church. List all of the third parties or Data Processors that your church uses to store personal information. 

Churches often rely on volunteers so you should contact those in the church who may have personal data on other church members. Think about those who lead teams who may have names and address. 

Ask them to inform you of:

  • what information they have
  • where this is stored
  • have they shared it with anyone outside of the church

As well as those currently in volunteer roles within the church, you may also want to consider others who previously had access to personal data, such as those who are no longer church members, or those who may have recently stepped down from a leadership position. For example, you may have a worship leader who stepped down six months ago, but who still has the names/ addresses of their worship team on a spreadsheet.  If you think that there may be people who have personal data that they should no longer have then get in contact with them. 

Once you have a comprehensive list of the data you are holding, you can begin to decide if you need to make any changes.

How iKnow Church can help

Churches all around the country use iKnow Church as their church database where they store all their church data in one secure place without the need for individual leaders having to store data on their own personal devices.

Those who have certain roles in the church such as home group leaders, team leaders and treasurers can login to iKnow Church to do their job and contact those they have permission to contact. 

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