Privacy Policy

This is Holt Village Hall Privacy Notice.

As part of the services we offer, we are required to process personal data about our members, volunteers and service users. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data. We are committed to providing transparent information on why we need your personal data and what we do with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data.

Data Controller

Holt Village Hall (referred to as “we”, “us”, “our”, or HVH) is “the data controller” of all information that is collected and used about our service users, staff, volunteers or members. HVH is the “data processor” of all the information that is collected and used about services users.  HVH is a registered charity and operates the www.holtvillagehall.co.uk

What personal data do we collect?

Personal data means any information relating to you which allows us to identify you.
We collect and maintain information about you when you use our services so that we can provide a safe and professional service. We may record the following types of data about you:
Your basic details and contact information e.g. your name, address, email, telephone number.

We also record the following data which is classified as “special category” if this is necessary for the provision of our services:
Health and social care data about you, which might include both your physical and mental health data.
We may also record data about your race, ethnic origin, gender, sexual orientation or religion.

Why do we have this data?

We will only process your personal data where we have a legal basis to do so. The legal basis will depend on the reasons we have collected and need to use your personal data.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.

We may also process your personal data for one or more of the following reasons:
To comply with a legal obligation;
You have consented to us using your personal data (e.g. for marketing related uses);
To protect your vital interests or those of another person (e.g. in case of a medical emergency);
It is in our legitimate interests in operating as a charity (e.g. for administrative purposes).

We do not primarily rely on consent as a legal basis for processing personal data but where we do need to use consent only children aged 16 or over can provide their own consent. For children under this age, consent of the children’s parents or legal guardians is required. As a matter of good practice, if we are relying upon parental consent we will ensure the child is aware of the rights they have over their personal data in a language they will understand. We will not retain your data for longer than is necessary to fulfil the purpose it is being processed for. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process it and whether we can achieve those purposes through other means. We must also consider periods for which we might need to retain personal data in order to meet our legal obligations (e.g. in relation to our service contracts with any funding authorities or to deal with complaints, queries and to protect our legal rights in the event of a claim being made. When we no longer need your personal data, we will securely delete or destroy it. We will also consider if and how we can minimise over time the personal data that we use, and if we can anonymise your personal data so that it can no longer be associated with you or identify you, in which case we may use that information without further notice to you.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect

Our Website

In order to provide you with the best experience while using our website, we process some data about you.

Your Rights
The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data
1. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;
2. You have the right to ask us to correct any data we have which you believe to be inaccurate. You can also request that we restrict all processing of your data while we consider your rectification request;
3. You have the right to request that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for.
4. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
5. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.
6. If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

You may need to provide adequate information for our staff to be able to identify you. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month. If you would like to complain about how we have dealt with your request, please contact:

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

https://ico.org.uk/global/contact-us/

Disclaimer

The information contained in this website is for general information purposes only. The information is provided by Holt Village Hall and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose.

Any reliance you place on such information is therefore strictly at your own risk. In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Privacy Information last updated June 2018