Harrietsham Village Hall Trust uses personal data for the operational purposes of managing the hall, its bookings, finances, day to day running of the hall, also for marketing events and organisations who use the hall on a regular basis

 

This data 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 the Booking Secretary using Contact Us page.

 

 

Data Protection Policy: Harrietsham Village Hall Trust (HVHT)

1) Definitions

• Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and includes images and audio recordings as well as written information.
• Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying or deleting personal data.

2) Responsibility

• Overall and final responsibility for data protection lies with the management committee, who are responsible for overseeing activities and ensuring this policy is upheld.
• All volunteers are responsible for observing this policy, and related procedures, in all areas of their work for the group.

3) Overall policy statement

• HVHT needs to keep personal data about its committee, members, volunteers and supporters in order to carry out group activities.
• We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
• We will only collect, store and use the minimum amount of data that we need for our stated purposes, and will not collect, store or use data we do not need.
• We will only collect, store and use data for:
  • purposes for which the individual has given explicit consent, or
  • purposes that are in our our group’s legitimate interests, or
  • contracts with the individual whose data it is, or
  • to comply with legal obligations, or
  • to protect someone’s life, or
  • to perform public tasks.
• We will provide individuals with details of the data we have about them when requested by the relevant individual.
• We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
• We aim keep personal data up-to-date and accurate.
• We will store personal data securely.
• We will keep clear records of the purposes of collecting and holding specific data, to ensure it is only used for these purposes.
• We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.
• We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.
• To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.

4) Review

This policy will be reviewed every two years