DATA PROTECTION POLICY
Oldbury on Severn War Memorial Hall
Registered Charity No (:1049492)
Camp Road Oldbury on Severn BS35 1PR
The Memorial Hall will collect your personal information when you make direct enquiries with us when signing our Hire Agreement, by visiting our website or by registering to receive information on events.
For the purpose of the GDPR, Memorial Hall Chairperson is a data controller and any enquiry regarding the collection or processing of your data should be addressed to the Chairperson, Memorial Hall, c/o Jacobs Well, Featherbed Lane , Oldbury on Severn Bristol BS35 1PP
Information we collect
The Memorial Hall will always make it clear when we collect personal information and will explain what we intend to do with it. We collect information where there is a legitimate interest. Your consent will be gained when you subscribe to the email mailing list and for us to communicate with you about hall bookings, events and functions. We do not share your personal information with third parties unless we have your express consent unless we are required to do so to comply with legal obligations.
When you contact The Memorial Hall we will obtain information from you to enable us to contact you and / or to provide services to you either through hiring of the Hall or email information on events and news.
We may collect details which include your e-mail address, name, home address and contact telephone number. This will be provided by you and therefore has been provided with your consent.
Management committees. Information regarding any committee member will be held, electronically, in as far as practicable a secure method. The information will not be shared with a third party. The Memorial Hall cannot be responsible for individual committee
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members sharing their details.
Visitors to the website or booking forms
On our Website/booking forms collect personal information. Any personal information will be provided by you via the email addresses given on the web site or information provided on the booking form.
You might contact us by email. The details you pass to us by email are not stored on the website. We will retain the emails sent to us this way and may use your contact details to respond to you about your enquiry.
The Website has links to other external websites listed. The Memorial Hall is not responsible for the content or reliability of the linked web sites and do not necessarily endorse the views held by them. The linked Web sites will have their own Privacy Statements and should be viewed.
Use of your information
The Memorial Hall may hold and process personal data that you provide to us in accordance with the GDPR. The information that we collect and store relating to you is primarily used to enable us to provide our services to you, and to meet our contractual commitments to you. In addition, we may use the information to send you future information where you have given your consent for this.
Controlling the use of your data
If you have given us consent to use your data for a particular purpose you can revoke or vary that consent at any time.
If you do not want us to hold your data or want to vary the consent that you have provided you can contact us in writing at the address above or by email firstname.lastname@example.org at any time.
Currently we do not undertake any marketing but might do in the future.
By joining the Memorial Facebook group you accept interaction form other members from the group. You can unsubscribe at any time and however posted information will remain on the site.
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All physical data will be held securely in a non public location, accessible only by Executive Management Committee of The Memorial Hall.
The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
Retention of Data
The Memorial Hall will not hold personal data longer than necessary. There are certain legal requirements or recommendations which mean that we will keep documents for a minimum period of time. These are given in below.
Information to be retained
Receipts and invoices
Kept for six years from the end of the current financial year.
Receipts, invoices, accounts, unless needed for a guaranty
Booking / hirer information
Kept for 3 years from the end of the current financial year.
Financial donor and Gift Aid records.
Kept for 6 years from the end of the current financial year.
Management Committee and AGM Minutes
Stored electronically for an indefinite period, for reference purposes.
Minutes of meetings
Duration of participation
100 club record
The Memorial Hall will periodically review these retention periods to ensure that they remain within the law and recommended practice.
Following the retention period or where a request to destroy data has been agreed, the data will be confidentially destroyed.
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The GDPR give you the right to access information held about you by us. Please write to us or contact us by email if you wish to request confirmation of what personal information we hold relating to you. You can write to us at the address above or by email to email@example.com
There is no charge for requesting that we provide you with details of the personal data that we hold. We will provide this information within one month of your requesting the data.
You also have the right to change the permissions that you have given us in relation to how we may use your data. You also have the right to request that we cease using your data or that we delete all personal data records that we hold relating to you. You can exercise these rights at any time by writing to us at the address above or by email to firstname.lastname@example.org.
Changes to this policy
Further information on GDPR can be found on the Information Commissioners web site at www.ico.org.uk
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
https://ico.org.uk/concerns/ Phone 0303 123 1113
Information Commissioner’s Office ,Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
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