Village Hall Privacy Policy
Introduction
Alvescot Village Hall is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and store your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
We are Alvescot Village Hall , a community facility managed by a committee of trustees. For the purposes of data protection law, we are the “data controller” of the personal information you provide to us.
What Information We Collect
We may collect and process the following types of personal data:
– Name, address, telephone number, and email address
– Booking and payment details
– Information related to hall hire (e.g. event type, dates)
– Photographs or videos (with consent)
– Volunteer or trustee contact details
– Email addresses for newsletters or event updates
How We Use Your Information
We use your data to:
– Manage hall bookings and payments
– Communicate with hirers, volunteers, and supporters
– Maintain financial and administrative records
– Promote events and activities (with consent)
– Comply with legal and regulatory obligations
Lawful Basis for Processing
We process your data under one or more of the following lawful bases:
– Contract: to manage bookings or employment agreements
– Legal obligation: to comply with charity or financial regulations
– Legitimate interests: to operate and promote the hall effectively
– Consent: for marketing or publicity purposes (you may withdraw consent at any time)
Data Sharing
We do not sell or share your personal data with third parties for marketing. We may share data with:
– Service providers (e.g. accountants, IT support) under strict confidentiality
– Regulatory bodies if legally required
Data Retention
We retain personal data only as long as necessary:
– Booking and financial records: up to 7 years
– Volunteer/trustee records: for the duration of service plus 1 year
– Marketing lists: until consent is withdrawn
Your Rights
You have the right to:
– Access your personal data
– Request correction or deletion
– Object to or restrict processing
– Withdraw consent (where applicable)
– Lodge a complaint with the Information Commissioner’s Office (ICO)
Security
We take appropriate technical and organisational measures to protect your data, including password protection, secure storage, and restricted access.
Contact Us
For any questions or to exercise your rights, please contact:
Alvescot Village Hall
You can also contact the ICO at https://www.ico.org.uk or call 0303 123 1113.
