Product · Safeguarding documentation
Document safeguarding requirements in a legally compliant way – reliably and centrally.
Dioceses and regional churches have the responsibility to provide complete evidence of safeguarding measures and training. ChurchDesk standardises this documentation and makes training, criminal-record certificates and voluntary commitments traceable across all levels – without paperwork.
What it does
Reliable evidence of the protection your church owes.
The protection of children and vulnerable people is an obligation – and must be fully proven. Scattered lists and Excel tables cannot withstand this. ChurchDesk brings together all safeguarding records centrally: safe for people, manageable for the parish, auditable for the diocese and regional church.
For children and vulnerable people
Anyone who works with children and vulnerable people has been demonstrably trained and vetted – the basis for trust in the church's work.
For the parish
Easily capture and maintain evidence with preset levels, combined documents, and automatic reminders before expiration.
For the diocese and regional church
Fulfill the obligation to provide evidence across all levels: verified persons are visible in accordance with GDPR, the documentation is reliable at all times.
Evidence depends on the people and services it affects.
Safeguarding records depends on the people and services it affects: who is listed in the contacts module and included in the calendar or roster can be linked directly to the required records – one shared data set instead of parallel lists.
In this way, dioceses and regional churches fulfil their obligation to provide evidence on the same platform on which the everyday life of the parishes runs.
- Contacts
- Services
- Record
- Archive
- Workflows
- Reminders
Records across all levels
Verified once – visible on all levels.
If a person is verified at a higher church level, this is reported to the local safeguarding officer in a GDPR-compliant manner – there is no need for double checks. Existing lists and data are imported into the system when you start.
- Across all levels: Higher level records are visible locally – GDPR compliant.
- Import to start: Existing safeguarding lists and data are imported into the system.
- Clear levels: Preset record levels clearly classify each piece of evidence.
Evidence & documents
Exactly the evidence that a role requires – even combined.
You determine the level of record required for each person; With the preset levels, classification is possible without any guesswork. Combined documents – such as a jointly signed commitment and a code of conduct – are also recorded correctly.
- Fine-grained requirements: Determine the level of record required for each role.
- Combined documents: Record voluntary commitment and code of conduct together.
- Clear classification: preset levels instead of ad hoc decisions.
Archiving & Reminders
Deadlines in view, data stored securely.
Before a certificate expires, ChurchDesk automatically reminds you – 60 days in advance via email – so that renewals are initiated in a timely manner. If a person is deleted from the system, the safeguarding data is securely archived and stored.
- Automatic reminders: 60 days before a document expires via email.
- Secure archiving: If a person is deleted, the evidence remains securely stored.
- Auditable when needed: The documentation can be traced at any time.
Supported by a platform that dioceses and regional churches trust.
- 15
- dioceses and regional churches using ChurchDesk
- 10,000+
- parishes in Europe
- 15+ years
- experience with church processes
Data protection according to DSG-EKD and KDG. ISO 27001 certification in preparation – expected to be completed in 2026.
Become a development partner.
As a diocese or regional church, you actively shape the further development of safeguarding documentation – close to your specifications and processes.
Let's get your safeguarding documentation on a secure footing.
Arrange a non-binding initial consultation – we will show you how your record can be carried out reliably and centrally.