Wattisfield Village Hall
General Data Protection Regulation (GDPR) Policy
Wattisfield Village Hall Management Committee
Effective Date: 18 July 2025
1. Introduction
Wattisfield Village Hall Management Committee (referred to as “we”, “us”, or “our”) is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (GDPR). This policy outlines how we collect, use, store, and protect personal data.
2. Who We Are
Wattisfield Village Hall is a community facility managed by the Village Hall Management Committee. The Committee acts as the Data Controller for personal data collected in relation to hall bookings, community events, and hall operations.
3. What Information We Collect
We may collect and process the following personal data:
- Name
- Address
- Email address
- Telephone number
- Organisation or group name (if applicable)
- Payment information (where applicable)
- Any correspondence or feedback related to bookings or events
4. How We Use Your Information
We use your personal data for the following purposes:
- To manage hall bookings and events
- To contact you regarding your booking or enquiry
- To maintain financial and administrative records
- To comply with legal and regulatory obligations
- To send occasional updates or information about hall services (with your consent)
5. Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
- Contract: To fulfill a booking or service agreement.
- Legal Obligation: For example, keeping records for tax and insurance purposes.
- Consent: Where you have opted in to receive updates.
- Legitimate Interests: For operational and administrative efficiency.
6. How We Store and Protect Data
We store your data securely:
- In password-protected digital files
- In locked filing cabinets for paper records (if any)
- Access is restricted to authorised committee members only
Data is retained only as long as necessary and in line with our data retention schedule (typically 6 years for financial and booking records).
7. Sharing Your Data
We do not share your personal data with third parties unless:
- Required by law or regulation
- Necessary to fulfill a booking or service (e.g., with insurance providers)
- You have given explicit consent
8. Your Rights
Under GDPR, you have the following rights:
- To access your personal data
- To rectify inaccurate or incomplete data
- To request erasure (the “right to be forgotten”)
- To restrict or object to processing
- To data portability (where applicable)
- To lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise any of these rights, please contact the Chair of the Village Hall Committee at:
Email: [Insert email address]
Postal Address: Wattisfield Village Hall, [Insert full address]
9. Cookies and Website
If our website uses cookies, a separate Cookie Policy is provided. Currently, the website does not track user behaviour beyond essential functionality.
10. Changes to This Policy
This policy is reviewed annually or when there are significant changes in the law or our practices.