Kirk Hammerton Village Hall

Privacy Statement

Introduction

Kirk Hammerton Village Hall (KHVH) is committed to protecting personal data and handling it responsibly. Being transparent and providing accessible information to individuals about how we use personal data is a key element of the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR).

Under the GDPR we do not have a statutory requirement to have a named Data Protection Officer. For Kirk Hammerton Village Hall, the Data Controller is the management committee of the Village Hall. If you have any questions regarding your personal data please contact khvillagehall@gmail.com. 

Purpose

The purpose of this privacy statement is to help you understand what we do with any data you provide and how we process and protect it.

The data we collect and how we use it

We collect and process the following data types:

  • Contact details via the contact us form on our website (names,, phone number, email address) 
  • Booking information via the Booking Form (Name, address, email address and telephone number
  • Trustee, Volunteer and staff records
  • Financial records (e.g., payments, donations)

We use personal data for the following purposes:

  • Managing hall bookings and events and other activities relevant to running a village hall
  • Communicating with users and stakeholders
  • Maintaining financial and volunteer records
  • Ensuring safety and security

Lawful Basis for Processing

We only process personal data where we have a lawful basis to do so, including:

  • Consent
  • Contractual necessity
  • Legal obligation
  • Legitimate interests

Who we share your personal data with

    We will not share personal data with third parties unless:

    • The individual has given consent;
    • It is required by law;
    • It is necessary for hall operations; and/or 
    • is covered by a data sharing agreement.

    We will only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations.

    How we store your personal data

    All data is stored securely, and access is limited to authorised personnel only. 

    Electronic based data is only stored and accessed using password protected computers/devices.

    KHVH has a Google account used primarily for email communications. Some documentation is held on Google Drive to facilitate sharing of information within the committee (e.g. Bookings Manager and Treasurer have joint access to the Bookings Data).

    KHVH Management Committee makes extensive use of email to communicate with each other, with suppliers, with volunteers, with hirers, etc. Email requires the use of 3rd party email services and, as part of this, there is transient use of this 3rd party ‘cloud’ storage.

    The Google Drive account and all email accounts are password protected. Google and other email and cloud storage service providers themselves have very strict data protection policies and highly secure IT hardware and infrastructure.

    How long we retain your personal data for

    Personal data will be retained only as long as necessary for legal, operational, or historical purposes. Data no longer required will be securely deleted or destroyed.

    Bookings data provides support to financial transaction so will be retained for 7 years in order to comply with financial audit requirements. After that point, it will be destroyed/deleted.

    Email addresses in the email distribution list will be kept on the distribution list until the data subject requests that their email address be removed.

    Your Rights

    You have a number of very important rights. These include

    1. the right to be informed about what data is collected and how it is used, stored, etc. – this Privacy Notice is itself a key part in that;
    2. the right to ask us to remove your personal data from our records (unless it is necessary for us to continue to use the data for a lawful reason);
    3. the right to have inaccurate data rectified;
    4. the right to request a copy of the information we hold about you.
    5. There is more information about your rights at the Information Commission Office at this link:https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individualrights/ 
    6. If you have any questions regarding your personal data please contact khvillagehallinfo@gmail.com 

    Data Breaches

    In the event of a data breach, we will act promptly to assess the risk and notify affected individuals and the ICO (Information Commissioner’s Office), where required.