In order to ensure that Copdock and Washbrook Village Hall complies with the GDPR (25th May 2018), an audit has been conducted of the booking system. The following areas were identified as falling within the scope of the GDPR:
1. On anyone enquiring to hire the Copdock and Washbrook Village Hall, via telephone, email, the Copdock and Washbrook Village Hall page, or by word of mouth, The Hall Manager or Secretary collects data, such as enquirers name, group/club, contact telephone number, email address and postal address.
2. Details of public or open events are displayed and advertised by the Hall Manager, via our ‘What’s On’ posters, the Copdock and Washbrook Village Hall page, the village website www.copdockwashbrook.onesuffolk.net, and also by word of mouth.
3. The Hire Agreement collects data such as – hirers name, group/club, telephone number, email address and postal address, required to process booking of the Hall.
4. Our page collects data, hirers name, group/club, telephone number, email address and postal address, via the ‘message us’ service.
5. Data is stored to confirm details of events booked, answer any enquiries from the individual hirers, or to calculate the number and type of bookings the Village Hall accommodate.
GDPR Compliance
The minimum amount of data is held for each booking request and is stored for a period of two years from the date of the booking. Any data is stored, locked and secured away from any persons not listed below. The data is not shared with any persons other than listed below.
The Hall Manager is the person who deals with all enquiries, so is the person to receive, collect and store all data.
The Treasurer only receives and stores Hirers name, and payment of fees methods.
The Secretary receives, collects and stores all data, only when Hall Manager is on annual leave or sick leave. The Bar Manager receives, collects and stores Hirer’s name, email and phone number for the purpose of the individual events requiring the Bar facilities.
Any Key Holders for any events, private or public events, are only given Hirers name and telephone number for the purpose of unlocking and locking the Hall.
The Hirer also has the right to have their data removed at any time. Any data is not given to any third parties, unless the Hirer has specifically requested to do so.
The only personal information we hold is that which has been provided by the Hirer, via telephone, email, Facebook message, written correspondence or via the Hire Agreement.
A record of monies paid for fees etc are also kept, however this is only the amount, date paid, how paid, and the payee. This information is held in password protected electronic form, and paper form by the Hall Manager (Secretary) and Treasurer. We do not hold any Hirers debit or credit card details. All records of monies paid for fees etc, are retained for a period of seven years for accounting purposes but will not be used to contact you or your representative.
All Hirers have a right to ask for a copy of the information we hold on them and to correct any inaccuracies or to delete their data. Requests for copies of data can be made by email to the Hall Manager, at [email protected].
Public or open events which are displayed and advertised, on permission of the Hirer, by the Hall Manager, via our ‘What’s On’ posters, the Copdock and Washbrook Village Hall page, the village website www.copdockwashbrook.onesuffolk.net, and also by word of mouth, will on occasions show the details of groups and individuals. The Hire Agreement will be changed to inform anyone booking the venue that they explicitly consent to their data being processed and stored to facilitate the booking of the venue. Incorrect data or data that is no longer required for the function of booking the venue will be removed from the system.
In order to make the page, Copdock and Washbrook Village Hall, compliant, an instant message will answer any messages received. This will explicitly ask if a visitor consents to the Copdock and Washbrook Village Hall policy on GDPR matters, before the Hall Manager answers their query for booking the venue, and the instant message will also inform them where to find the GDPR Policy on the page.
Facebook is classed as a ‘third party data processor’ and has stated they will ensure that their services align with the GDPR. The GDPR policy for Facebook is outside the scope of this document.
The right to be forgotten
A Hirer may, on request, demand that any and all information regarding them, stored in our system be removed. Data may not be deactivated or hidden and must be deleted entirely.
Privacy Policy
In order to update and maintain our booking system, the Hall Manager and Secretary, has access to all the data contained on and processed by the Hall Manager and Secretary. The Hall Manager and Secretary can be contacted at [email protected].
Any data is stored in paper form in files, the diary, and by a password secured computer system. Any other correspondence may also be stored within this system. All email is processed by the password secured computer system, again with only the Hall Manager and Secretary having access, then if required for the actual booking, basic details as listed above may be passed on to the Bar Manager. Data is not passed to any third parties for any reason.
Any information that we collect about you is stored electronically, and by paper form which is stored in our filing system. Personal details collected for the purpose of processing bookings are retained for two years. After this, all personal information is deleted.
We will keep your personal information confidential except to the extent that we are compelled to disclose it by law (for example where fraud or other crime is involved) or to comply with an instruction of a regulatory body of competent jurisdiction.
To comply with the GDPR we adhere to strict technical and organisational security procedures. The personal information that we hold will be held securely to ensure no unauthorised disclosure or access take place.
Copdock and Washbrook Village Hall
Old London Road, Copdock, IPSWICH, Suffolk, IP8 3JN
Tel: 07729 863223 Email: [email protected]
www.copdockwashbrook.onesuffolk.net Facebook: Copdock and Washbrook Village Hall
Registered Charity 304731
