Privacy Policy and Notices

Privacy Policy

 

Data Controller

This Privacy Notice is provided by East Meon Village Hall (EMVH) which is the data controller for the personal data that you share with us. The Village Hall is committed to handling personal data securely, in compliance with legislation and with respect for individual’s privacy rights.

A description of what personal data the EMVH processes and for what purposes is set out in this Privacy Notices below.

Retention of personal data

We will keep some records permanently if we are legally required to do so.  We may keep some other records for an extended period of time. For example, it is a legal requirement to keep financial records for a minimum period of 7 years to support HMRC audits or provide tax information.  We may have legal obligations to retain some data in connection with our statutory obligations as a charity.  The council is permitted to retain data in order to defend or pursue claims.  In some cases, the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims).  We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim.  In general, we will endeavour to keep data only for as long as we need it.  This means that we will delete it when it is no longer needed.

Your rights and your personal data 

You have the following rights with respect to your personal data:

The right to access personal data we hold on you

At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request, we will respond within one month.

There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.

The right to correct and update the personal data we hold on you

If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

The right to have your personal data erased

If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.

When we receive your request, we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).

The right to object to processing of your personal data or to restrict it to certain purposes only

You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.

The right to data portability

You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained

You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

The right to lodge a complaint with the Information Commissioner’s Office.

You can contact the Information Commissioners Office on 0303 123 1113, via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. You can also make a complaint online https://ico.org.uk/make-a-complaint/.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.

Website Cookies

The website places a cookie (_ga) on visitors’ devices that stores a random number used by Google analytics to identify unique users. The cookie does not store any personal identifiable information and cannot be accessed by village hall management.

Changes to this notice

We keep this Privacy Notice under regular review. This Notice was last updated in February 2019.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

East Meon Village Hall Management Committee

Email:    info@eastmeonvillagehall.co.uk

 

 

Privacy Notices

 

The following notices describe the approved purposes for personal data collection

 

Induction of Management Committee members

 

Description of process: Collect personal information and register as a Trustee
Data elements:

Name, address, phone numbers, email address and date of birth.

Lawful basis: Legitimate Interest

This data collection is necessary to enable the Village Hall to register Committee members as Trustees with the Charity Commission.

Details of processing

·         On appointment to the committee, members become trustees of the Village Hall charity.

·         The Chair of the Management Committee collect the data and updates the Charity Commission register of Trustees.

Data storage / third party access

·         The data is held on the Charity Commission register of Trustees.

Privacy notices

 

Hall Bookings

 

Description of process: Collection of data required to make a booking for the village hall on the booking system and data required to invoice for the charges.
Data elements:

First name, last name, address and email address.

Lawful basis: Consent

Those wishing to book the hall initiate the booking process either by using the online booking system or by email request.

Details of processing

·         The process is initiated by the user.

·         Users request a provisional booking via the website or via email.

·         The booking administrator responds to the request after checking for schedule conflicts and enters the request into the booking system (HallMaster).

·         The user receives an email to confirm the booking or a request for further information if needed.

Data storage / third party access

·         The collected data is stored in a database the HallMaster application.

·         HallMaster may access the data for problem solving purposes.

·         The email system is hosted in the UK.

Privacy notices

This privacy notice is provided on the webpage.

 

Talk to Us

 

Description of process: Responding to website users queries.
Data elements:

First name, last name and email address.

Lawful basis: Consent

Those wishing to contact the village hall via the website initiate the process.

Details of processing

·         The process is initiated by the user.

·         Users complete the “Talk to Us” facility on the website which sends an email to the booking administrator.

·         The booking administrator responds to the query via email.

Data storage / third party access

·         The collected data is stored in the email system.

Privacy notices

This privacy notice is provided on the webpage.

 

Managing Employees and Contractors

 

Description of process: Recruitment and management of employees and contractors
Lawful basis: Legitimate interests, contractual & legal requirements

Personal Information is collected in recruitment is the legitimate interests of East Meon Village Hall. It is necessary to collect this information to assess whether a job offer will be made.

Bank details are required to pay employee and contractor salaries as agreed in employee contracts. Contact details will be collected to enable the employee to carry out their duties as agreed in the employee contract.

All other employee data is required by UK employment law and is handled accordingly.

Data elements:

Name, Address, Personal Email, Phone, DoB,  NI number, Salary information, Bank details

Details of processing

Recruitment:

·         PII will be collected from prospective employees through the application/CV provided directly by applicant or through a recruitment agency.

·         East Meon Village Hall Council will store a copy of the CV in a locked filing cabinet.

·         If the candidate is successful, the P46 (HMRC New Starter form) and a copy of the passport will be kept in paper and digital format.

Employees:

·         New employees will fill out a starter form, which will be kept in paper files.

·         Some employee details will be kept on a spreadsheet.

·         Every month, employee details will be sent to the payroll provider to create HMRC documentation and prepare payslips or to the Finance Officer for payment of contractor invoices.

·         Employee and contractor details may be shared with: lawyers (in case of disciplinary action / incident), HMRC, payroll provider, accountant and auditor.

Data storage / third party access

·         Data will be stored with the email system or paper records as appropriate.

·         Data may be shared with committee members as necessary to appoint and manage employees and contractors.

·         Data may be shared with third parties to process payroll, HMRC and others as required by legislation.

Privacy notices

Employees and contractors are provided with this privacy notice during induction.

 

 

CCTV

 

Description of process: Recording of activity by CCTV for prevention of crime and for security and safety.
Data elements:

Video images of user and visitors to the hall and grounds.

Lawful basis: Legitimate Interest

The hall is frequently unoccupied. CCTV is a response to attempted and actual unauthorised entry.

Details of processing

·         Video images and audio are captured when motion is detected.

·         Images and audio are not routinely monitored and used in the event of incidents.

·         Images and audio will be made available for the investigation of crime.

·         Recording are automatically deleted after 1 month unless required for an investigation.

·         Images are only used for monitoring to investigate potential crime or with the consent of the specific individual.

Data storage / third party access

·         The collected data is stored in the CCTV system.

Privacy notices

This privacy notice is provided on the webpage.