Privacy Policy

The legislation relating to the General Data Protection Regulation (GDPR) 2018.

It is your right to control how organisations use your personal information, and it is the Committee’s responsibility to make sure that we manage any data you share with us fairly, lawfully and securely in accordance with the regulations.

What this means is we will let you know what details we are collecting:

Why we are collecting the
How we will use them
Who we will share them with
When we will delete them

The Village Hall Committee values your privacy and therefore will not disclose information to third parties without your express permission. We will only use the information that we collect about you lawfully in accordance with the provisions of the General Data Protection Regulation 2018. For the General Data Protection Regulation 2018, the data controller is The Village Hall Committee.

How we collect your personal information.

We will collect personal information from you and from third parties (anyone acting on your behalf), through your contact with us, including by telephone, email, post, through our website.

What we use your personal information for

We process your personal information to enable The Hall to provide the services for which you have contacted the Hall or Committee Member e.g. Bookings.
The police and other law enforcement agencies to help them perform their duties, or

with others if we have to do this by law or under a court order

How long do we keep your personal information?

We retain your personal information in accordance with the following criteria:

When you have been a hirer.
How long it is reasonable for records to show that we have met all our obligations to

you as well as any legal obligations.

Any periods for keeping information that are set by law or recommended by regulators, professional bodies, or associations.
For as long as any proceedings may dictate.

Your rights

You have the following rights in relation to your information:

Right to be informed – you have the right to be informed on the collection and use of your personal information in accordance with this privacy notice.
Right of access – the right to make a request for details of your personal information.
Right to rectification – the right to have inaccurate information about you rectified or completed if it is incomplete.
Right of erasure (‘the right to be forgotten’) – the right in certain circumstances to have personal information about you erased.
Right to restrict processing – the right in certain circumstances to request the restriction or suppression of your personal data.
Right to data portability – the right to obtain and reuse your personal data for your own purposes.
Right to object – the right to object to the processing of your personal data in certain circumstances. Whilst the regulation dictates that these rights may be exercised by giving notice either verbally or in writing, in the interests of all parties the Charity’s preferred option is that any request in pursuit of these rights is made in writing.

Data Protection Contacts

If you have any questions, comments, complaints, requests or suggestions about this privacy notice or your personal information held by the charity then please contact us.

Information held by the Village Hall

Retained in hard copy:

Trustees: Names, addresses and contact details

Service Users: specific details of hirings for purposes of appropriate hiring provision.

Retained online:

Trustees: Names

Service Users: Name, address, contact number, email address.

Information held in respect of Service Users

For all hirers, booking requires storage of hirer’s name, address,

contact number, email address, and hire details.