Russian Orthodox Community
in Gloucestershire & Cotswolds

Clergy & Administration – Духовенство и администрация


Scroll down for Privacy Statement and Safeguarding Policy 



Hieromonk Mark (Underwood)

Parish of the Kazan Icon of the Mother of God, Cardiff; Parish of St Vladimir, Cheltenham. Member of the Diocesan Council and Spiritual Court.

21 New Road
Dafen, Llanelli
Carmarthenshire, SA14 8LS
Telephone: +44 (07593) 239 947




Reader, Churchwarden & Secretary to the Cheltenham Mission (Староста Прихода)

Russian Orthodox Church Abroad (ROCOR)

Philip Hicks

25 Goodrich Road, Cheltenham, Gloucestershire GL52 5FT




07467 510339 (Mobile)

вопросы на русском языке Лора Голдаева (Заместитель Старосты) 07783 278457

Enquiries for Russian speakers to Lora Goldaeva  (Deputy Churchwarden) 07783 278457 (Mobile)




Parish of the Holy Prince Vladimir, Cheltenham

Русская Православная Церковь Заграницей + Russian Orthodox Church Outside of Russia

Епархия Великобритании и Ирландии (РПЦЗ) + Diocese of Great Britain and Ireland (ROCOR)

Address of the Church where our Parish worships:

Lady Chapel, All Saints Church,

All Saints Road,


Gloucestershire. GL52 2HG.

Phone: 07467 510339 (English) or 0778 3278457 (Russian)





Parish of the Holy Prince Vladimir, Cheltenham


1. Your personal data – what is it?


Personal data is any information directly or indirectly identifying a living individual and can include name, email address, and other identifiers.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).


2. Who are we?


The Parish of the Holy Prince Vladimir, Cheltenham is the Data Controller (contact details below). This means it decides how your personal data is processed and for what purposes.


3. How do we process your personal data?


We use your personal data for the usual and legitimate aims of the church, including the following purposes: -

  • to enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
  • to administer membership records;
  • to fundraise and promote the interests of the charity;
  • to manage our employees and volunteers;
  • to maintain our own accounts and records (including the processing of gift aid applications);
  • to inform you of news, events, activities and services running at the Parish of the Holy Prince Vladimir, Cheltenham;



4. What is the legal basis for processing your personal data?


The legal basis for most of the above use is that the processing is necessary for our legitimate interests.  Where we use personal data for fundraising, promoting the interests of the charity, and informing you of news, etc, the legal basis will usually be consent unless such communication is with you in a business role.  You may withdraw your consent at any time by contacting us using the details below or using the method identified in each communication.  The legal basis for processing such as managing our employees and volunteers, and maintaining our own records, is to fulfil our legal obligations.  Where we have a contract with you, or under which we process your personal data, the legal basis will be performing that contract.


You may object to our use of your personal data for marketing purposes at any time.


Given our charity’s work, we do process personal data revealing religious or philosophical beliefs, which is a ‘special category of personal data’ under the GDPR.  Where we do process such data:

- the legal basis is that the processing is in the course of our legitimate activities as a not-for-profit body with a religious aim when such data relates to members, former members or those who have regular contact with us in connection with our purposes; and

- for such data relating to all other individuals, the legal basis will be explicit consent.



5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the church in order to carry out a service to other church members or for purposes connected with the church. We will only share your data with third parties outside of the parish with your consent.


6. How long do we keep your personal data?

Parish Council members and those deputed by them, other than those maintaining ongoing parish records, will only hold your data for the length of time necessary to complete a task or function.

We keep your personal data for no longer than reasonably necessary for the purposes listed above. We will seek to update your data at least every five years to enable us to maintain an accurate record and to ensure we maintain mutual contact between members of the parish and the parish administration. We also keep a historic record of parish members, but otherwise once a member leaves the parish, and they notify the Secretary or Data Controller, their data will be deleted, unless they ask otherwise. By a ‘member’ we include those who have paid their membership subscription, plus those others who attend the church and who give their data to us.

7. Your rights and your personal data 


Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • to request a copy of your personal data which the we hold about you;
  • to request that we correct any personal data if it is found to be inaccurate or out of date;
  • ·on certain grounds, to request your personal data is erased;
  • to withdraw your consent to the processing at any time;
  • to request that provide you with your personal data and, on certain grounds and where possible, to transmit that data directly to another data controller, (known as the right to data portability);
  • where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • to object to processing of your personal data for marketing purposes and, on certain grounds, to object to other processing of your personal data; and
  • to lodge a complaint with the Information Commissioners Office.


8. Further processing


If we wish to use your personal data for a new and compatible purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.


9. Contact Details


To exercise all relevant rights, queries of complaints please in the first instance contact the Reader Philip Hicks, Parish of the Holy Prince Vladimir Administrator at Cheltenham, 25 Goodrich Road, Cheltenham, GL52 5FT


You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.



Safeguarding Policy of the Diocese


Safeguarding Policy

In accordance with our Diocese's desire to ensure that all people in her care — especially children and any who are vulnerable — are looked after with diligence and care, and in concert with the legal requirements of the United Kingdom, the following Safeguarding Policy was adopted by the Diocesan Assembly as an official policy governing the conduct of Diocesan employees and volunteers who work with vulnerable persons.

The Care and Welfare of Vulnerable People and Responsibilities of Staff and Volunteers: Combined Procedure for Children and Adults

Policy History: This policy is based entirely on the Safeguarding Policy of the London Cathedral Parish

  • November 2010:           First approved by Archbishop Mark
  • May 2013:                     Reviewed and approved by Archpriest Peter Baulk
  • April 2016:                    Adopted by the Diocesan Assembly

1.0       Definitions

1.1       Vulnerable People

1.1.1   The definition of ‘a child’ is a person who has not yet attained the minimum school leaving age. For example, in England and Wales, a child can leave school on the last Friday in June if they are 16 or will be 16 before the start of the next school year.

1.1.2   The definition of ‘a young person’ is any person who is not a child but who has not attained the age of eighteen.

The definition of ‘a vulnerable adult’ is a person aged 18 or older who

  • possesses a physical, mental or emotional infirmity
  • which impairs the person’s ability to provide for his or her basic care without assistance,
  • and as a result of the infirmity and the dependency,
  • the adult has an impaired ability to protect himself or herself from maltreatment. 

1.2       Abuse 

1.2.1   The definition of abuse includes:

  • Physical, verbal or psychological pain or injury
  • An act of neglect or an omission to act
  • Persuading a vulnerable person to enter into a financial or sexual transaction to which he or she has not consented, or cannot consent.

2.0       Policy Statement

2.1       The Diocese is committed to protecting the welfare of every person as they participate in the Diocesan services and/or activities. The Diocese understands its responsibility to comply with legislation and will constantly monitor developments in this field. However, the Diocese recognises that the best protection for all people participating in Diocesan life is the vigilance and forethought of staff and volunteers in preventing circumstances where abuse of trust could occur. To that end, the Diocese will strive to create a safe and secure environment where parishioners, volunteers and staff can work together confidently in mutual respect.

2.2       Diocesan volunteers and staff are required to notify the Diocese of any police record or other factor which may make that person unsuitable to work with vulnerable people.

2.3       The Diocese will ensure that the it's child protection and vulnerable adult procedures are monitored, developed and maintained and are appropriately communicated in the Diocese through a regular report to the Dioceasn Assembly. Volunteers and staff are responsible for ensuring that they are familiar with the policy and procedures of the Diocese, and that new staff and volunteers are appropriately inducted.

2.4       The Diocese maintains several policies and procedures geared towards abuse prevention that include, but are not limited to, the following topics:

• Careful selection, training and supervision of staff and volunteers

• Continuing education for staff

• Disclosure & Barring Services Checks

• Employee and Volunteer Disciplinary Process

• Procedure for reporting suspected abuse

• Volunteer and staff Code of Conduct

2.6       Training on specific areas such as care and welfare of vulnerable people, identifying and reporting abuse, and confidentiality of personal information will be given as appropriate to new staff and volunteers.

3.0       Vulnerable Adults

3.1       In agreeing the procedures for dealing with suspected abuse of a vulnerable adult, the Diocese acknowledges the individual’s right to a life which maintains their independence and involves a degree of risk. Where the individual chooses to accept this risk, their wishes should be respected within the context of their capacity to understand the nature of the decision and its implications.

3.2       Staff and volunteers working for the Diocese are placed in a position of trust with regard to people taking part in Diocesan activities. Anyone who abuses that trust will be subject to disciplinary action. It is the responsibility of the staff and volunteers of the Diocese to report maltreatment of a vulnerable person. The procedure for this is detailed below.

4.0       Staff / Volunteer Code of Conduct

4.1       It is important that parishioners can participate in Diocesan activities in a safe and secure environment. To this end, the Diocese expects its staff and volunteers to abide by this Code of Conduct. 

4.2       Each staff member/Volunteer:- 

4.2.1   Will abide by the Guiding Principles and Programme rules of the Diocese in all activities

4.2.2   Will inform the Diocese of any relevant police record or other factor, or any change in his/her circumstances, which may make him/her unsuitable either as a Diocesan volunteer or for any particular Diocesan activity

4.2.3   Recognises that the role of a Diocesan staff member/volunteer places him/her in a position of trust with regard to all vulnerable people who are participating in the Diocese, and undertakes to uphold that trust at all times

4.2.4   Undertakes to maintain, within Diocesan procedures, the confidentiality of any information relating to other parishioners made available to him/her in the course of being a Diocesan staff member/volunteer

  1. Will not knowingly place him/herself in a situation where the staff member/ volunteer is alone with a vulnerable person and will endeavour to ensure, as far as possible, that there is another adult in attendance at any meeting 
  2. Will not offer a vulnerable person a lift in a car (although groups may be transported where there is suitable insurance cover in place) 
  3. Will not use the Diocese to bring financial advantage to him/herself or his/her business e.g. by directly selling his/her own company’s products or services
  4. Will ensure that any Diocesan activities involving vulnerable people outside the normal activities are agreed and approved by the Ruling Bishop or Senior Cleric in advance
  5. Will not behave in any way, physically or verbally, that could be offensive to a vulnerable person

Remembers at all times that interactions between him/herself and vulnerable parishioners must be such that no reasonable person observing that interaction could construe its nature as abusive 

5.0       The Diocesan procedures for dealing with suspected abuse of trust by staff members/volunteers

5.1       When dealing with issues concerning abuse of trust, the Ruling Bishop (currently Archbishop Mark) or his authorised representative must remember that the welfare of the children, young people and vulnerable adults participating in the Diocesan life is paramount, but that the Diocese also has a responsibility to ensure that volunteers and staff are treated fairly and with respect. This procedure is designed to meet both those objectives.

5.2       The term “Vulnerable Person Representative” is used in the following procedure to indicate the appropriate person to represent The Diocese. This may be the Ruling Bishop or his appointed representative.

5.3       The term “Support worker” is used in the following procedure to indicate the appropriate person responsible for the welfare for the vulnerable person in question. This may be a Churchwarden, the Chief Sister, or a Trustee.

5.4       If the allegation of abuse concerns sexual or physical abuse, do not attempt to investigate. Notify at once the Ruling Bishop (or Diocesan Authorities) who will notify the Police and inform the Vulnerable Person's parent/carer.

5.5       If the allegation does not concern sexual or physical abuse and is of a minor enough nature to be dealt with locally, a meeting must be arranged for the soonest possible time between the Vulnerable Person Representative, the Support Worker and the individual to whom the allegation has been made. (If at any time the Vulnerable Person Representative feels their knowledge or experience is inadequate to deal with the situation or allegation, they should contact the ruling Bishop [or Diocesan Authorities]).

5.6       At that meeting, any notes made about the vulnerable person’s disclosure should be used to ensure all relevant facts are passed on. A course of action must be agreed and the decision taken as to whom will undertake further discussions with the vulnerable person. Under no circumstances must the person who made the allegation be contacted by anyone other than the nominated person, after the disclosure has been passed on.

5.7       The Vulnerable Person Representative and the Support Worker will then determine the appropriate process of investigation. Once an allegation has been made, the investigation should be conducted swiftly and with appropriate thoroughness. If it is deemed necessary to make enquiries of a third party, such enquiries should be conducted with discretion.

5.8       The staff member/volunteer who is the subject of the complaint must be informed of the complaint by the Vulnerable Person Representative - although not necessarily of the identity of the person who made the complaint - and be given an opportunity to respond to it.

5.9       When interviewing the staff member/volunteer who is the subject of the complaint, it is important that this procedure is explained to the staff member/volunteer; that he/she is told that the investigation is being undertaken to establish the facts, and that any decisions will be based on the facts identified by the investigation. Explain that you will make notes of what they say to ensure you get the facts correct, but that they can see what has been written to confirm its accuracy. The staff member/volunteer must be treated with respect and allowed to state the facts as he/she knows them without interruption.

5.10    Having considered all the information available, and the views of the Support Worker, the Vulnerable Person Representative must decide on an appropriate course of action. This decision should be communicated first to the Ruling Bishop, then to the staff member/volunteer and then, via the Support Worker, to the person who made the original disclosure.

  1. Whatever the outcome of the investigation, the Vulnerable Person Representative must complete a Complaints Procedure Form and return it, marked “Strictly Confidential”, to the Ruling Bishop and to the Diocesan Authorities 

Procedure for dealing with allegations against a staff member/volunteer of abuse of trust

6.0       Guidelines for staff member/volunteers: Action to be taken if a young person or vulnerable adult discloses to you abuse by someone else.

6.1       If a vulnerable person who is a parishioner approaches you about an issue of abuse of trust, you must proceed with great caution.

6.2       The Staff/Volunteer’s Code of Conduct specifies that a staff member/ volunteer should not place him/herself in a situation where he/she is alone with a vulnerable parishioner. However, it is possible that a parishioner will be unwilling to make disclosures of this nature in anything but a one-to-one situation. The parishioner’s needs must take priority in this situation. Ask if the parishioner would like someone else to be present – another adult or a friend – but, if he/she declines, proceed with the interview, taking extra care with your behaviour and body language.

6.3       Before the vulnerable person goes into detail, explain the consequences of you knowing and the action you will take. Assure them that you will offer support but must pass any information to the Ruling Bishop who may take appropriate action. If the Ruling Bishop is the subject of complaint, then you will refer the matter to the Synod of Bishops of The Russian Orthodox Church outside of Russia (ROCOR).

6.4       Keep calm and listen to the vulnerable person - do not have physical contact at any time. Allow the vulnerable person to speak without interruption, accepting what is said.

6.5       Do not make judgements or offer opinion.

6.6       Explain again what will happen next. Find out when the vulnerable person is next due to see the individual who is the subject of the complaint. (You will then be able to make a judgement as to the appropriate timing of your follow-up actions.)

6.7       If the complaint concerns a situation not related directlyto the Diocese (e.g. at home or at school), refer the complaint directly to the Support Worker. Pass on all information disclosed to you by the vulnerable person and then leave. All involvement by you ceases at this point.

6.8       If the complaint concerns a Diocesan staff member/volunteer, where the contact between that individual and the vulnerable person is a direct result of Diocesan activity, immediately inform the Vulnerable Person Representative who will then initiate the procedure.

7.0       Action to be taken if you receive an allegation about yourself.

7.1       Keep calm. Do not get involved in an argument which is likely to make the situation worse.

7.2       Immediately inform the Ruling Bishop or his authorised representative. The quicker that action is taken to investigate the allegations, the sooner the situation will be resolved.

7.3       Record the facts as you understand them.

7.4       Ensure that no one is placed in a position which could cause further compromise. Do not contact another agency involved with Parish or the person concerned.

7.5       Await further contact from the Ruling Bishop or his authorised representative.

8.0       Action to be taken if you suspect an abuse of trust has occurred

8.1       Discuss your suspicions with the Ruling Bishop or his authorised representative.

8.2       Record the facts which support your suspicions.

8.3       You may be asked to attend a meeting of the Vulnerable Person Representative and the Support Worker who has regular contact with the vulnerable person involved.

8.4       Once your suspicions have been passed on to the appropriate person, you should have no further involvement.

8.5       Whatever the nature of the complaint, it must be kept confidential. You must not discuss the disclosure with any individual or party other than those identified in the above procedure. 


Complaints Procedure Form

Should a complaint be made, it should be submitted as a form containing the following information (for each point, as much space as is required may be used):

  • Date:
  • Nature of Complaint: (please give brief description of complaint):
  • Name and contact number of Vulnerable People’s Representative: 
  • Staff member/volunteer against whom complaint has been made:
  • Job role:
  • Name and contact number of Support Worker involved:
  • Name and contact number of investigating person:
  • As a result of the investigation, was the complaint upheld?
  • Action(s) taken:-
  • Signed: _________________________ (The Ruling Bishop or his authorised representative.)
  • In the event of a complaint of abuse of trust, this form must be completed and returned to The Ruling Bishop and/or the Diocesan Authorities, regardless of whether or not the complaint is upheld.
  • Name and contact number of investigating person:
  • As a result of the investigation, was the complaint upheld?
  • Action(s) taken:-
  • Signed _________________________ (The Ruling Bishop or his authorised representative)
  •  In the event of a complaint of abuse of trust, this form must be completed and returned to The Rector and/or the Diocesan Authorities, regardless of whether or not the complaint is upheld.