PRIVACY STATEMENT
May 2018
Everyone has rights with regard to how their personal information is handled.
During the course of our activities we will collect, store and process personal information about our customers, known as hirers.
The trustees of Grazeley Village Memorial Hall take their responsibility to care for personal data under the General Data Protection Regulation (GDPR) very seriously.
We will never hold personal data unnecessarily nor will we sell or pass personal information to third parties. The types of information we require to fulfil our obligations as a provider of village hall hire are all collected on one document – the Grazeley Village Memorial Hall Booking Form.
Our lawful basis for collecting this information is contract, we need the information in order to fulfil the request to hire the hall. We collect this information from the hirer as a result of the hirer completing our hire agreement.
What information we require: Names, addresses, email addresses, telephone numbers and bank details.
How we use this information: Names, addresses, email addresses and telephone numbers: So we can communicate with the hirer to ensure the booking process and the reason for hire (regular hire, party, celebration, meeting, wedding, etc.) goes smoothly. No additional copies of any contact details are made.
Bank details: Information obtained so we can facilitate return of any deposit provided. Make payments to third party contractors for services provided. No additional copies of any bank details are made.
How long will we keep this information: We keep this personal information (the Grazeley Village Memorial Hall Booking Form) securely for two years after all essentials of the hire are concluded and the deposit (where provided) is either returned or forfeit. When a completed Grazeley Village Memorial Hall Booking Form is emailed to: lettings@grazeleyvillagehall.org.uk the form is printed and the email deleted after 2 years.
Third party contractor information is held securely for the length of such contracts so we can facilitate payment on completion of services and to communicate to arrange dates / times for services.
What we do when we no longer require personal information: The Grazeley Village Memorial Hall Booking Form and online booking calendar entry are securely destroyed and deleted. Information held for third party service providers is destroyed and deleted when services are no longer required. Any recipient can email us on GDPR@grazeleyvillagehall.org.uk and request:
• Removal / Erasure
• Rectification
• Restriction of Use
…or raise an objection to the data being held or processed. Confirmation of erasure will be sent to the recipient requesting removal.
For any queries relating to data held or processed by the Village Hall, please contact the us via GDPR@grazeleyvillagehall.org.uk.
Alternative routes are by post to: The Chairman Grazeley Village Memorial Hall Church Lane Grazeley Berkshire RG7 1LD
You can also complain directly to the Supervisory Authority – The Information Commissioner’s Office. Their address is:
Wycliffe House, Water Lane, WILMSLOW, Cheshire, SK9 5AF
Tel: 01625 545 745