Who we are
Harwell Village Hall is a Charitable Incorporated Organisation (CIO), Registered Charity Number 1157858, run by Trustee Volunteers who are based in Harwell Village.
We are at:
Our website address is: https://www.harwellvillagehall.co.uk.
What personal data we collect and why we collect it
Harwell Village Hall uses personal data (name, address, telephone contact number, email address) for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall, staff employment and its fundraising activities.
The lawful reason for processing data in this way is “contract” for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall and staff employment.
The lawful reason for processing data for fundraising activities is “legitimate interest”.
The lawful reason for processing data in relation to the Orchard Film Club mailing list is “consent”.
We won’t use your information for any other purposes unless we are required to do so by law.
Privacy on our booking system
All our bookings are processed on a cloud based system provided by Hallmaster. As such, all user bookings are subject to the Hallmaster terms of service, regardless of whether the booking has been entered by the end user, or by the hall booking administrator on behalf of the end user. The relevant policies are:
Privacy on our website
Our website does not support user comments, therefore no personal details are retained.
No cookies are set for website users, and if any are implemented they will only be used for tracking usage of the website and no personal information will be used. Cookies are only used to track administrators – when they are logged in, and any specific settings they use.
If you provide images for use on the website, you should avoid providing images with embedded meta data (e.g. EXIF GPS, or IPTC caption or keywords) which might provide personal information. Visitors to the website can download and extract any such data from images on the website.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Who we share your data with
We may share your personal information with:
- our IT service and infrastructure providers that we use as part of our IT storage solutions
- any other third-party entities who perform functions on our behalf and who also provide services to us
- any other third parties as required by law or for the purposes of crime (including fraud), to prevent or investigate breaches of, or to enforce, our Terms, to respond to or investigate security vulnerabilities, or to respond to emergencies, and to protect the rights of third parties.
How long we retain your data
Data collected for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall, staff employment and its fundraising activities, may be retained for up to 7 years for accounts purposes and for longer where required by the hall’s insurers. If you would like to find out more about how we use your personal data or want to see a copy of information about you that we hold, please contact firstname.lastname@example.org .
For users who sign up for the Orchard Film Club newsletter, we will retain your information for this purpose for as long as you subscribe and thereafter for a period of 2 years. You can unsubscribe at any time by clicking the link at the end of any newsletter. Please contact the film club on email@example.com if you wish to exercise your rights (see below) regarding the data that is held for this purpose.
What rights you have over your data
|Rights||What does this mean?|
|The right to rectification||You’re entitled to have your information corrected if it’s inaccurate or incomplete.|
|The right to erasure||This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.|
|The right to restrict processing||You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.|
|The right to data portability||You have rights to obtain and reuse your personal data for your own purposes across different services. E.g., if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.|
|The right to object||You have the right to object to certain types of processing, including processing for direct marketing.|
We will usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing information for:
- baseless or excessive/repeated requests
- further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from the time we receive your request, but if the request would take longer than that to deal with, we will let you know.
Making a complaint
If you are unhappy with how we’ve handled your information, or you would like to exercise your rights, contact us at firstname.lastname@example.org.
If you’re not satisfied with our response to your complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the UK data protection authority, the Information Commissioner’s Office (ICO).
This policy was first published on 18 July 2018.
17 Aug 2019 Provided content for the section about privacy on our booking system.