Arborfield Village Hall
Privacy Policy
Arborfield Village Hall Privacy Policy for bookings
The purpose of the policy is to set out the Arborfield Village Hall, hereafter referred to as AVH, commitment and procedures for protecting your personal data.
The trustees regard the lawful and correct treatment of personal information as very important to successful working, maintaining the confidence of those with whom we deal with as well as compliance with the General Data Protection Regulation (GDPR).
We will never hold personal data unnecessarily nor will we sell or pass personal information to third parties except in circumstances in which we are legally required to do so. For example, for the purpose of a financial audit, your name and address will appear on an invoice.
The types of information we require to meet our obligations as a provider of village hall hire are all collected on this document – the AVH Hall Booking Form. Our lawful basis for collecting this information is contract as we need the information in order to fulfill the request to hire the hall and to keep proper financial records.
We collect this information as a result of the hirer completing our hire agreement.
What data do we collect?
Names, addresses, email addresses, telephone numbers and bank details.
How do we use your data?
• To communicate with you to ensure the end to end process from booking to hire goes smoothly.
• To facilitate the return of any deposit provided.
• We collate data from enquiries and hirers for invoicing and internal statistical purposes.
How do we store your data?
Your data is held securely on paper and electronic file and can only be accessed by the booking clerk and the treasurer who will take appropriate technical and other measures to prevent unauthorized or unlawful processing or accidental loss or destruction of, or damage to your data.
How long will we keep your data?
• We keep an electronic file of the booking form together with the corresponding invoicing for as long as required by statute as financial records, which will be disposed of appropriately thereafter.
• Any email correspondence which includes personal information will be captured on the booking form and the email deleted immediately.
