This notice tells you what to expect Fyfield Village Hall (‘FVH’) to do with your personal information.

Contact details

Telephone – 07956 440894

Email – fyfield.villagehall@gmail.com (marked for the attention of the Secretary of Fyfield Village Hall)

What information we collect, use, and why

We collect or use the following information from hirers and users of the hall, others who enquire about hiring the hall or register as a customer:

• Names, addresses and contact details
• Purchase or account history
• Account information, including registration details
• Payment details (including card or bank information for transfers and direct debits)
• Health and safety information, including accident records

We collect or use the following information from attendees of FVH fundraising events or public meetings:

• Names, addresses and contact details
• Purchase or account history
• Account information, including registration details
• Payment details (including card or bank information for transfers and direct debits)

Our lawful bases for collecting or using personal information in relation to hirers and users of the hall and from attendees of FVH fundraising events are:

• Contract
• Legal obligation
• Legitimate interest: FVH collects and uses personal information on the usage of the hall in order to consider how best to advance its charitable objectives.

We collect or use the following information from trustees, volunteers or those selling goods or providing services to FVH:

• Names, addresses and contact details
• Payment details (including card or bank information for transfers and direct debits)

Our lawful bases for collecting this information is:

• Contract
• Legal obligation
• Legitimate interest: FVH collects and uses personal information from trustees and volunteers to ensure effective management of the hall.

We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:

• Video and CCTV recordings of public areas (including indoor and outdoor spaces)
• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:

• Contract
• Consent
• Legal obligation
• Legitimate interest: FVH maintains a CCTV system covering the outside of the village hall to protect the charity from damage or theft of its property. This personal data is stored and processed in accordance with the FVH CCTV policy, which aims to reduce as far as possible the risks to and the impact on data subjects.

We collect or use the following information for service updates or marketing purposes, including information on current and previous hirers and users of the hall and members of mailing lists:

• Names, addresses and contact details
• Recorded images, such as photos or videos
• Purchase or viewing history
• Website user information (including user journeys and cookie tracking)

Our lawful bases for collecting or using personal information for this are:

• Consent
• Legitimate interest: FVH may use personal data to provide service updates to users of the hall in order to ensure that users are kept up to date with information that may affect their use of the hall.
• Legitimate interest: FVH uses a website plugin (WP Statistics) to collect website usage data for the purpose of improving the FVH website.
• Legitimate interest: FVH may use photos taken at FVH fundraising events or while the hall is in use to promote events or the hall to advance the objects of the charity.

Where we get personal information from

• People directly
• CCTV footage, or other recorded images

How long we keep information

Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. For financial records this will be up to 7 years. Archival material such as minutes and legal documents will be stored indefinitely. Other Correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire.

Who we share information with

Data processors

Hallmaster – This data processor provides a booking and customer account system for FVH

Others we share personal information with

• • Relevant regulatory authorities, including the Charity Commission
  • Organisations we’re legally obliged to share personal information with
  • Emergency services (where necessary)
  • Other relevant third parties:
    • Service providers – limited contact and booking information may be provided to and used by service providers, for example cleaning services
    • Fyfield Parish Council – if you book the use of Fyfield Sports Field through our booking system, we pass your details to Fyfield Parish Council

Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal data.
• Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address:           

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint