This page has advice for Meetings on Data Protection and Information Security.

The guidance offered on this page does not constitute legal or expert advice. We aim to update the guidance on this page regularly as the ICO issues new advice and best practice develops.

We welcome any feedback or templates and good practice that meetings are willing to share. For any queries or feedback, please contact Lisa McQuillan BYM Data Protection lead on dataprotection@quaker.org.uk or 020 7663 1127.

For advice on records management and retention of records in Meetings, go to the guidance for records custodians page here: https://www.quaker.org.uk/our-organisation/quaker-roles/records-custodians-librarians

Coronavirus pandemic updates

During this time, BYM is undertaking Data Protection work as normal, so please email dataprotection@quaker.org.uk with any queries or if you need help with a request, complaint etc.

If you are re-opening your meeting house and collecting personal data for contact tracing, please read the government guidelines on this: https://www.gov.uk/guidance/maintaining-records-of-staff-customers-and-visitors-to-support-nhs-test-and-trace

There is also guidance from the ICO on managing track and trace data: https://ico.org.uk/global/data-protection-and-coronavirus-information-hub/contact-tracing-protecting-customer-and-visitor-details/

You may be concerned about the security of online meetings, this is addressed in the guidance for online meetings (including youth work and children's meetings) produced by BYM and Woodbrooke, and available here: https://www.woodbrooke.org.uk/about/online-mfw/Online-worship-advice (external link to Woodbrooke website).

Charities have unfortunately noticed an increase in cyber crime such as scam emails during this time. Please read the advice below on cyber security (last link in the 'Other guidance' section) and take appropriate measures to protect your data and systems.

Handbook for meetings

Data Protection Handbook for Meetings (PDF)

Templates and guides

Data Protection Policy Area Meeting template (Word)

BYM Privacy Policy template (Word)

Data Subject Access Request Procedure (PDF)


Other guidance

The Information Commissioner's Office has an advice line for small organisations on 0303 123 1113 (select option 4).

Find a meeting

Britain Yearly Meeting lists details of Quaker meetings on its website. Contact details listed on the find a Quaker meeting page are considered public information. Yearly Meeting staff and others may give these to an enquirer without asking further permission.

ICO Registration

All area meetings should take the ICO self-assessment tool (offsite link) to see whether they are required to register with the ICO. Most meetings will be required to register regardless of whether they are registered charities or not.

Contact us

Lisa McQuillan
Data Protection Group
020 7663 1127
dataprotection@quaker.org.uk