Regulation on the Register of Members (MRVO) (MRVO)

This Ordinance governs the membership register according to its subject matter

Begriffe

1. 1. 21-111

1

181.15

Regulation on the Membership Register (MRVO)

Church Communities and Church Community Associations

In this Regulation

a. Membership register: Register in which all persons who are members of the Regional Church in accordance with Art. 24 of the Church Order are recorded;

b. Information: all records concerning the fulfilment of a church task, regardless of their form of representation and their information carrier, with the exception of records that are not completed or that are intended exclusively for personal use;

c. Identifier: non-speaking and unchangeable number that, as a functional element in a data record, allows the unambiguous identification of a person or thing;

d. Characteristic: property of a person or thing that can be objectively recorded and described.

As parish churches within the meaning of this ordinance also qualify

a. Parish communities within the meaning of Art. 177 para. 1 of the Church Order,

b. Parish church federations.

Completeness

of the membership

register

1 The membership register must be up-to-date, accurate, and complete with regard to the recorded individuals and the information contained therein.

2 The membership register, including the information contained therein, must be kept exclusively in Switzerland.

Competence

1 The Church Council establishes and operates the membership register.

**2 It ensures the use of the membership register and the information contained therein in accordance with legal provisions.**

**3 The Church Council supports and advises the parishes in the use of the membership register and controls the quality of the information processed by the parishes.**

**4 The parishes record the information designated in this ordinance and by the Church Council in the membership register.**

**Cost Bearing § 6.**

**1 The Regional Church bears the costs of establishing the membership register, its own use of the membership register, and data retrieval from the cantonal resident data platform (KEP). It assumes the costs of operating and maintaining the membership register, unless the parishes bear these according to paragraph 2.**

**Ecclesiastical Registers**

**2 The parishes bear the costs of operating, maintaining, and their own use of the membership register, in particular for adapting their systems, for retrieving information from the membership register, and for recording information therein.**

The parishes keep the church registers in accordance with

8 1 The membership register shall record personal data and special personal data of members of the Regional Church pertaining to identifiers and characteristics in accordance with the Annex to this Ordinance.

2 The Church Council may determine additional identifiers and characteristics to be collected by the parishes or the Regional Church that are necessary for the fulfillment of ecclesiastical duties, and may prescribe the recording of the relevant data in the membership register.

1. The Church Council retrieves the personal data and special personal data for the membership register according to § 23 Para. 2 of the Law on Registration and Resident Registers³ from the KEP.

2. The church congregations record the personal data and special personal data for those identifiers and characteristics in the membership register that the Church Council cannot retrieve from the KEP according to Para. 1.

1. The Regional Church and the parishes are authorized to process further

information from members and non-members for church purposes, in addition

to the information pursuant to § 8, within the framework of the membership register.

2. Each parish can only access the information collected by them pursuant to para. 1.

3. Section: Data Access and Data Disclosure

The Church Council is authorized to access personal data and special personal data of all members of the Regional Church from the membership register, in accordance with § 8a.

1. Parish councils retrieve personal data and special personal data of their members from the membership register.

2. Each parish council can only retrieve the personal data and special personal data of its own members from the membership register.

1 The Church Council for the Regional Church and the Church Administrations c. designate

for their parish

a. the contact person responsible for matters concerning the membership register,

b. the persons authorized to access the membership register.

Persons

1. 1. 21-111

3

181.15 Ordinance on the Membership Register (MRVO)

2 They ensure that only authorized persons can retrieve personal data and special personal data from the membership register.

d. Logging

Data Disclosure

a. Principle

b. to authorities, bodies and organizations in the retrieval procedure

c. Decision

The Church Council shall ensure that there is appropriate record-keeping of

a. who has accessed the information in the membership register,

b. what information in the membership register has been changed.

The disclosure of information from the membership register is governed, subject to §§ 16 and 17, by Article 23 of the Church Order and by the Law on Information and Data Protection4.

1 The Church Council may grant organizations and legal entities under public and private law, entrusted with the fulfillment of ecclesiastical tasks, access to the membership register via electronic retrieval.

2 Anyone wishing to access the membership register in accordance with paragraph 1 must demonstrate that the prerequisites for the disclosure of information are met. Applicants shall specify

a. the legal basis for the fulfillment of the task for which they require the information,

b. the organizational unit to which the information is to be disclosed,

c. the identifiers and characteristics they wish to access.

3 Applicants shall confirm in writing and guarantee that the requested information will only be used for ecclesiastical or non-profit purposes and will not be disclosed to third parties.

4 Applicants shall determine whether they wish to retrieve the information electronically from the membership register and be notified of changes.

1 The Church Council reviews applications pursuant to § 16 and decides

on the disclosure of information. It may request additional information from the applicants

information from the applicants and may link the disclosure

of information to conditions and requirements.

2 The Church Council limits the disclosure of information in such a way

that only the information necessary for the pursued purpose is obtained.

4

Ordinance on the Membership Register (MRVO)

181.15

3 The geographical limitation of the disclosure of information

is determined by the local jurisdiction of the applicants

and the pursued purpose.

4 The Church Council may refuse the disclosure of information

if the efforts appear disproportionate to the pursued purpose. In its decision, it shall

particularly consider the type of information and the number of annual requests.

The Church Council and the Church Boards may use personal statistical data and special personal data in accordance with § 8 para. 1 lit. a–h as an address directory for the purpose of carrying out statistical surveys.

4. Section: Transitional and Final Provisions

Existing Data of Ecclesiastical Parishes at the Time of Entry into Force

If, at the time this Ordinance enters into force, ecclesiastical parishes have personal data and special categories of personal data according to § 8 in their electronic systems, they shall record this data in the membership register.

Cost Bearing

The Regional Church shall bear the costs of the parish churches for

a. the technical setup for the parish churches' access to the membership register,

b. the entry of personal data and special personal data pursuant to § 19 into the membership register,

c. the operation, maintenance, and use of the membership register for five years from the entry into force of this Ordinance.

If they contradict the Data Protection Regulation, the provisions of this Ecclesiastical Ordinance shall prevail.

**Data Protection Regulation**

1 OS 74, 507; AB1 2019-07-05.

2 Entry into force: January 1, 2020.

3 LS 142.1.

4 LS 170.4.

5 LS 180.7.

6 LS 181.10.

7 Inserted by resolution of July 7, 2020 (OS 75, 457; AB1 2020-07-10). In force since November 1, 2020.

8 Version pursuant to resolution of July 7, 2020 (OS 75, 457; AB1 2020-07-10). In force since November 1, 2020.

**1. 1. 21-111**

**5**

**181.15 Appendix7**

**Ordinance on the Membership Register (MRVO)**

**Identifiers and Characteristics pursuant to Section 8 para. 1 MRVO**

1. official name and the other names of a person recorded in the civil status registers

2. all given names in the correct order

3. residential address and mailing address including postal code and locality

4. date of birth and place of birth

5. sex

6. civil status as well as marriage or registered partnership

7. civil status addendum: separation

8. personal relationships

9. information concerning children not yet of religious age without declaration of denomination, provided one parent is evangelical-reformed

10. OASI insured person number

11. personal identification number (Local ID)

12. federal building identifier (EGID)

13. federal dwelling identifier (EWID)

14. household type

15. nationality as well as places of origin for Swiss citizens

16. category of foreign nationals

17. establishment or residence in the parish as well as the parish of residence or establishment

18. affiliation with an ecclesiastical community

19. suffrage and electoral rights pursuant to Article 20 paras. 1 and 2 of the Church Order6

20. upon arrival: date and parish of origin or state of origin, respectively

21. upon departure: date and destination parish or destination state, respectively

22. relocation date

23. upon death: date and place of death

24. date of entry or exit or a declaration of non-affiliation

25. name and address of the person with parental custody

26. attendance of mandatory religious education programs

27. baptism, confirmation, church wedding, and ecclesiastical funeral service, as well as place and date

6

Abs. 1 der Kirchenordnung6

a. its operation and use by the Regional Church and the parish

churches,

b. its content, in particular the identifiers and features for which

information is collected,

c. the processing of the information contained therein regarding mem-

bers of the Regional Church,

d. the framework for the processing of information regarding non-

members of the Regional Church for ecclesiastical purposes.

Abs. 1 of the Church Order, notwithstanding the recording of baptism,

confirmation, church marriage, and church funeral in the member

register.

2

Ordinance on the Member Register (MRVO)

2nd Section: Content of the Member Register

181.15