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Data Protection Policy

Last updated: October 2025 ​

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1. Policy Statement
Privett Village Hall (“the Village Hall”) is committed to protecting personal data and handling it responsibly, in accordance with the UK General Data Protection Regulations (UK GDPR), the Data Protection Act 2018, and any other relevant data protection legislation.


This policy outlines how we collect, store, use, and protect personal data, ensuring transparency, accountability, and trust with our users, volunteers, employees, and hirers.
 

2. Scope
This policy applies to:

  • Trustees (who are the committee members) of the Village Hall

  • Any volunteers who act in relation to the Village Hall and do so at the request or direction of any Trustee

  • Hirers and service users

  • Anyone whose personal data is collected by the Village Hall


3. What Personal Data We Collect

We may collect and process the following types of personal data:

  • Contact details (e.g., names, addresses, phone numbers, and email addresses)

  • Booking information (e.g., details of hall bookings and events)

  • Financial information (e.g., bank details for payments or refunds)

  • Photographs or videos (only with consent, e.g., during events)

  • Trustee and Volunteer information (e.g., for safeguarding, or communication)


4. Lawful Basis for Processing

We will only process personal data when we have a lawful basis to do so. These may include:

  • Consent (e.g., to receive newsletters or other information relating to the use of the Village Hall or events taking place at the Village Hall)

  • Contractual necessity (e.g., to manage hall bookings)

  • Legal obligation (e.g., for financial record keeping)

  • Legitimate interests (e.g., to ensure smooth operation of the Village Hall or events or activities taking place in the Village Hall)

 

5. How We Use Personal Data

We use personal data to:

  • Manage bookings and hall use

  • Communicate with hirers, volunteers, or other persons concerned with the Village Hall or events or activities taking place in the Village Hall

  • Maintain financial records and meet legal obligations

  • Promote the Village Hall or events or activities taking place in the Village Hall (with consent)

  • Ensure safety and security, including safeguarding


6. Data Sharing

We do not sell personal data. We may share data with third parties only when:

  • Required by law (e.g., HMRC)

  • Necessary for operations of the Village Hall (e.g., IT providers, accountants)

  • has given clear consentThe individual

All third-party service providers are required to keep data secure and only use it for the agreed purposes.

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7. Data Storage and Security
We ensure that personal data is stored securely:

  • Paper records are kept in appropriately secure storage, which will include storage at the secure homes of relevant and authorised officers

  • Electronic data is password protected and backed up

  • Access is limited to authorised individuals only

  • We take appropriate technical and organisational measures to prevent data loss, misuse, or unauthorised access.

 

8. Data Retention
We retain personal data only for as long as necessary. For example:

  • Booking records: not more than 7 years (for financial and audit purposes)

  • Mailing list data: until consent is withdrawn

  • Volunteer records: while active and for a limited period afterward

  • We review and securely dispose of data no longer needed.


9. Individual Rights

Individuals have the following rights regarding their personal data:

  • Right to access

  • Right to rectification

  • Right to erasure (“right to be forgotten”)

  • Right to restrict processing

  • Right to object

  • Right to data portability

  • Consent (where applicable)Right to withdraw

To exercise these rights, individuals should contact the Village Hall’s Secretary

 

10. Data Breaches
In the event of a material data breach, we will:

  • Assess the nature and scope of the breach

  • Contain and investigate the breach

  • Report it to the ICO (Information Commissioner's Office) within 72 hours if required

  • Notify affected individuals where necessary


11. Responsibilities

The Village Hall Committee is responsible for ensuring compliance with data protection laws.
The Secretary of the Village Hall oversees data protection matters.

 

12. Contact Details
Data Protection Contact:
Alex Raphael
The Village Hall Secretary
araphael.enamels@gmail.com
c/o Privett Village Hall, Fawley Lane, Privett, GU34 3NU

 

13. Policy Review
This policy will normally be reviewed no later than October 2027 and thereafter every two years or in response to changes in legislation or the Village Hall's activities.


Approved by the Village Hall Committee


Date of Approval:  10 October 2025

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