Policies

The type of personal information we collect

To enable us to process enquiries and bookings it is necessary for us to collect and process the following information:

• Name, email address, address, telephone numbers

• For bookings and deposits, bank account details are required

We do not pass this information on to any third party.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for the hire of the East Peckham Village Hall.

We use the information that you have given us in order to make the booking (including payment for the hire) and for use on the day of the hire.

How we store and delete your personal information

Enquiries recorded on diary notes, forms and letters are stored in secure filing system. They are shredded annually. Managed by Bookings Manager.

The Hirer name and time/date of booking only, are recorded on a rota for opening/closing the hall. The spreadsheet is renewed annually. Managed by the Hall Manager.

When hire is confirmed the information is passed to Treasurer to ensure payment received and the deposit refund is provided as appropriate. Records deleted after hire. Managed by Treasurer.

Telephone contacts not required after a hire is complete are deleted if stored on phone managed by all on the opening/closing rota.

Regular user’s information is kept secure until their use of the hall finishes. It is then deleted as the above processes. Managed by the Bookings Manager.

Your data protection rights

Under the UK General Data Protection Regulation (UK GDPR), your key rights relevant to the enquiries or hire of the East Peckham Village Hall are:

• You can remove your consent for us to use and process the information at any time.

• You can ask us to erase your personal information in certain circumstances.

You can do this by contacting the Hall and Bookings Managers.