What information should a church collect from members?

What the register and the return need: full name, sex, date of birth, phone, residence, hometown, marital status, baptism and confirmation dates, occupation if the church records it, and the class or group. Not the national ID number, unless the church has a specific reason it can state.

Does the Data Protection Act apply to a church membership form?

Yes. A church is a data controller under Act 843 and religious belief is special personal data. Tell members what you collect and why, collect only that, keep it secure and be able to show them what you hold.

Church membership form, free and printable

A membership form collects what a church needs to enter a person on its register: their names, date of birth, phone number, where they live, their baptism and confirmation, and the class or group they will join. It should also tell them why the church is collecting it, because under Ghana's Data Protection Act, 2012 (Act 843) a church keeping a register is a data controller.

This form asks for what a return needs and nothing a church does not, with the notice printed at the bottom so a new member reads it as they sign.

Membership form

New member registration

Church

1. About you

Surname

Other names

Sex

Date of birth

Phone

Other phone / WhatsApp

Email (optional)

Residence (town and area)

Hometown

Occupation

Marital status

Spouse's name (if any)

2. Your church history

Baptised? Yes / No Date

Church of baptism

Confirmed? Yes / No Date

Previous church (if transferring)

Transfer letter attached? Yes / No

3. For the church office

Membership category

Class / cell / group

Date received

Entered on register by

Why we ask for this

This church keeps a register of its members so that it can care for them, keep in touch, record baptisms, confirmations, marriages and funerals, and report its membership to the church body it belongs to. Under the Data Protection Act, 2012 (Act 843) the church is the data controller for this information. It is kept securely, used for church purposes only, and never sold or shared for marketing. You may ask at any time to see what is held about you or to have it corrected.

Signature

Date

Free from getfold.org/tools. Print as many as you need.

How to use it

Print a stack and keep them at the welcome desk.
The member fills it in, or the usher fills it with them, and signs beneath the notice.
The secretary enters it on the register and files the form, or types it into Fold and files the form.
Record the class or group on the register the same week, so the leader knows to expect them.

Questions

What information should a church collect from members?: What the register and the return need: full name, sex, date of birth, phone, residence, hometown, marital status, baptism and confirmation dates, occupation if the church records it, and the class or group. Not the national ID number, unless the church has a specific reason it can state.
Does the Data Protection Act apply to a church membership form?: Yes. A church is a data controller under Act 843 and religious belief is special personal data. Tell members what you collect and why, collect only that, keep it secure and be able to show them what you hold.

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