Eversden Village Hall Committee members may need to collect information from you in order to tell you about our activities, events and services. If you hire the hall we (the Eversden Village Hall Committee) will hold data about you for booking and invoicing purposes. If you provide goods or services to the hall we will hold data about you in order to arrange receipt of goods and services and pay invoices.
Information we collect
- Contact information for individuals such as name, telephone number(s), e-mail address, and postal address
- information provided in hall booking forms, or when booking tickets for an event
- information provided to us when you communicate with us for any reason
- financial details so we can make or receive payment from you for goods and services.
We need your consent in order to hold data about you. Any forms or documents that we need you to complete (manually or electronically) will ask for your consent and be clear about what the information will be used for if you choose to provide it. There will be some circumstances where we are only able to provide you with services if you consent to providing necessary information, for example, hall bookings.
Use of your information
The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:
- To provide you with information requested from us, relating to the Village Hall. To provide information on other products or services which we feel may be of interest to you, where you have consented to receive such information e.g. hall events & fundraising.
- To meet our contractual commitments to you.
Storing your personal data
All physical data will be held securely in a locked cabinet in a non-public location, accessible only by designated committee members. All computers with access to personal data will be password protected. All electronic data held on portable devices (for example laptops and USB drives) will be password protected.
The transmission of data via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk
Disposal of data
If we agree to your request to destroy your data, it will be confidentially destroyed in the case of physical data, and/or deleted in the case of electronic data. We will notify you in writing to confirm when and how it has been destroyed. We may not agree to disposal of certain data if we have a legitimate or legal need to retain it. Where there is a legal obligation to, we will keep a record of destruction of data.
Retention of your data
We will not hold your data longer than is necessary. There are legal requirements or recommendations which mean that we will keep documents for a minimum period of time. External organisations may also keep information we lawfully provide for periods of time determined by them. Some of these documents may contain personal data. These include, but are not limited to:
|Receipts and invoices||Kept for 6 years from the end of the current financial year||Suppliers invoice, invoices for hall bookings|
|Booking/hirer information (may include some personal information)||Kept for 1 year||Hiring agreements|
|Committee Meetings and AGM Minutes (may include some personal information)||Stored electronically for an indefinite period, for reference purposes. AGM and Management Committee minutes to be displayed on village notice board for up to 1 month following a meeting||Agendas, minutes from meetings, presentations|
|Trustee, contractor, volunteer information (may include personal information)||Necessary information to be retained for the duration of service||Trustee declaration|
|Trustee information (may contain trustees’ personal information)||May be kept by the Charity Commission||Annual Return, Charity Commission website|
|Financial donor records (may contain donor’s personal information)||Kept for 6 years from the end of the current financial year||Donor correspondence|
Access to information
You have a right to ask what information we hold on you, and to ensure that it is accurate and up to date, and to have it amended if it is not. We may regularly ask you if there have been any changes to your data so we can keep information up to date. If you want details of the information we hold on you, or would like to update information that we hold, please contact us by e-mail or at the address below.
E-mail us at firstname.lastname@example.org or write to:
Eversden Village Hall
4 Chapel Road