This page is a work-in-progress, on which we intend to make available various policy documents agreed by St Mary’s PCC, and other documents.


St Mary’s has adopted the Church Of England “Promoting a Safer Church” Policy Statement, national policies and Practice Guidance of the House of Bishops and supporting diocesan safeguarding protocols.

“Promoting a Safer Church” sets out the Church of England’s commitment to making the church a safer place for all. The Policies and Practice Guidance applies to all Church bodies and officers and under new legislation all authorised clergy, bishops, archdeacons licensed readers and lay workers, church wardens and PCCs must have due regard to safeguarding guidance issued by the House of Bishops.

The Policy Statement, Policies, Guidance and Protocols are available to view on the diocesan website at www.cofeguildford.org.uk/safeguardingpolicy.

Contact details for our parish safeguarding representatives can be found on our Who’s Who page. If you have any concerns in this area, please contact one of the clergy, or one of the parish safeguarding representatives.

Data Protection

We have been working towards compliance with GDPR which came into force on 25 May 2018. Our two data privacy notices can be viewed here, one for role-holders and one for others. Role holders include office holders, employees, volunteers holding an ongoing role, and those with whom we have a contract.

Photography policy

Photographs of church events are a wonderful record of special occasions, and help us to show the local community what goes on in our church. We are very grateful to everyone who sends copies of photographs to use for us to use on this website, in our parish magazine, on social media, and in other publicity.

We adhere to the photography policy set forth by the Diocese of Guildford. Those who attend services at St Mary’s are welcome to take photographs after services (e.g. baptisms and weddings) but not during these services. Official photographers may be taking photographs during some services and public events, and the consent of those who attend is assumed by their presence, to be used on this website, in our parish magazine, on social media, and in other publicity. At children’s activities which are not public events, parents will be asked to fill in Photo Consent forms if it is proposed that photographs will be taken.


Lone working contact records

St Mary’s, Ewell, follows the Diocese of Guildford’s assessment process and record-keeping guidelines with respect to lone working (as published March 2015). Pastoral encounters, especially one-to-one contact with individuals, are recorded by members of our ministry team. Usually, it is only basic information that is recorded, i.e. the purpose of the meeting, time and place, who was present, and, when necessary, any safeguarding needs that arose. In line with the equivalent records kept in similar professions, these records are maintained indefinitely according to Diocesan Policy. Records are, of course, kept secure and confidential.

Key Management Policy

Financial Policies

Reimbursement of Expenses

Where expenses have been incurred on church activities they should be reclaimed using the Payment Authorisation /Expense claims form. Receipts/invoices should be attached to the Authorisation / Expense claims form. Expenses should be reclaimed within three months of being incurred.

If expenditure is within the approved budget for that activity only the budget holders signature is required unless the expense is for the budget holder him/herself.

If expenditure is outside of the budget or for the budget holder then the further authorisation of a church warden / incumbent is required.

Receipts of cash

Where cash is received from church activities it should be passed to the parish office or given to the treasurers for banking into the Barclays PCC of St Mary the Virgin Ewell Bank account or the Santander bank account within one month of receipt.

Cash received for the church should never be paid into an individual’s personal bank account for subsequent transfer by personal cheque into church bank accounts.

Email policy

St Mary’s Ewell is registered as a charity under the name of THE PAROCHIAL CHURCH COUNCIL OF THE ECCLESIASTICAL PARISH OF EWELL
Registered Charity No 1128409. View policies including safeguarding and data privacy notices