General Data Protection Regulation (GDPR) & Privacy Policy

  1. General Statement of Policy

    This policy document explains how the Village Hall Committee handles and uses data collected from various sources, including individual Trustees, hirers, users and the wider public “you”. The Village Hall Committee collects data to keep in touch with you, to keep you appraised of our activities, to make bookings for the hall, and to identify ways in which you can support the Village Hall.

  2. How do Village Hall Committee collect information from You?

    The Village Hall Committee obtain information about you when you provide it to us in making a booking, or when you contact us for any reason. The legal basis for collecting and processing your personal data is your consent, where you have provided this, and otherwise our legitimate interest.

  3. What type of information is collected from You?

    The personal information The Village Hall Committee collect may include your name, address, telephone number, email address and date of birth. It can also include how to connect with the You via social media. The You also provide us with your bank account details if you arrange to pay the hire fees by BACS.

  4. How is information used?

    4.1.
    The Village Hall Committee may use information to:

    • Process hire charges and any donations that you make.
    • Send you our information relating to the Village Hall’s work and objectives, which may include an appeal for donations if necessary to support and maintain the hall.
    • Seek your views or comments on matters falling within the Village Hall’s objectives.
    • Send you materials relevant to our objects provided to us by councils or by other organisations that the Village Hall Committee make links with.
    • Fulfil our obligations to the Charity Commission and other statutory bodies.

    4.2.
    The Village Hall Committee review our retention periods for personal information on a regular basis. The Village Hall Committee are legally required to hold some types of information to fulfil our statutory obligations (for example the details relating to Trustees). The Village Hall Committee will hold the Your personal information on our systems for as long as is necessary for the relevant activity.

  5. Who has access to your information?

    • The Trustees of Sandhutton & Breckenbrough Village Hall and the Bookings Administrator (if not a member of the committee).

    The Village Hall Committee will not sell or rent You information to third parties, nor share your information with them, however the Village Hall Committee may have to share your personal data when required to do so by government or in response to legislation.

  6. Checking or amending Your information

    6.1.
    The accuracy of your information is important to us. If You changes their email address, or if any of the other information the Village Hall Committee hold is inaccurate or out of date, please email the Village Hall Committee at <TODO: add email address> or write to us at The Chair, Sandhutton & Breckenbrough Village Hall, Thirsk Road, Sandhutton YO7 4RS.

    6.2.
    You have the right to ask for a copy of the information the Village Hall holds about you but Village Hall Committee may need to request further information from you to confirm your identity and ensure your right to access this information.

    6.3.
    Anyone who is concerned about the way in which the Village Hall Committee deals with their private information may complain to the Information Commissioner via their helpline on 0303 123 1113 or website at https://ico.org.uk/for-the-public/official-information/

  7. Website and Internet

    7.1.
    When you give us personal information, the Village Hall Committee take steps to ensure that it’s treated securely. Non sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. Once Village Hall Committee receive your information, the Village Hall Committee make our best efforts to ensure its security on our systems.

    7.2.
    This privacy policy applies only to our specific pages on the Village Hall Committee website, so you are encouraged to read the privacy statements on any other websites you visit. The Village Hall Committee cannot be responsible for the privacy policies and practices of other sites even if you access them using links from the Village Hall Committees website/pages. In addition, if you linked to the Village Hall Committees website pages from a third-party site, the Village Hall Committee cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

    7.3.
    When communicating using social media, such as Facebook, any personal information will immediately be deleted once transferred to a more secure median.

Data Compliance Representative

The Village Hall Committee’s Data Compliance Officer is Judith Walsh who can be contacted at <TODO: Add phone number?>


Policy Record Review

GDPR & Privacy Policy v3

Date Adopted July 15th 2025
Date Reviewed July 29th 2025
Next Reviewed Date July 15th 2027