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Privacy Policy

Luddington Village Hall Committee members manage this website and may need to collect information from you in order to tell you about our activities, events and services. If you hire the hall we (the Luddington Village Hall Committee) will hold data about you for booking and invoicing purposes. If you provide goods or services to the hall we will hold data about you in order to arrange receipt of goods and services and pay invoices.

Information we collect

  • Contact information for individuals such as name, telephone number(s), e-mail address, and postal address
  • information provided in hall booking forms, or when booking tickets for an event
  • information provided to us when you communicate with us for any reason
  • financial details so we can make or receive payment from you for goods and services.

Mailing Lists

When you sign up for our mailing list to receive newsletters or updates on events at our Hall, we collect some personal information, like your name and email address, which we use to send you the newsletters and updates you’ve asked for, and to maintain an accurate list. We won’t disclose email list information to anyone other than Trustees on a need-to-know basis. You can stop receiving emails from our mailing list at any time by replying to the email with the word ‘unsubscribe’. Or you can contact us by e-mail or at the address below. We’ll then delete your information from that list.

Your consent

We need your consent in order to hold data about you. Any forms or documents that we need you to complete (manually or electronically) will ask for your consent and be clear about what the information will be used for if you choose to provide it. There will be some circumstances where we are only able to provide you with services if you consent to providing necessary information, for example, hall bookings.

Use of your information

The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:

  • To provide you with information requested from us, relating to the Village Hall. To provide information on other products or services which we feel may be of interest to you, where you have consented to receive such information e.g. hall events & fundraising and village events.
  • To meet our contractual commitments to you.

Storing your personal data

We will take all reasonable steps to make sure that your data is treated securely and in agreement with this Privacy Policy.

All physical data will be held securely in a locked cabinet in a non-public location, accessible only by designated committee members. All computers with access to personal data will be password protected. All electronic data held on portable devices (for example laptops and USB drives) will be password protected.

The transmission of data via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk

Disposal of data

If we agree to your request to destroy your data, it will be confidentially destroyed in the case of physical data, and/or deleted in the case of electronic data. We will notify you in writing to confirm when and how it has been destroyed. We may not agree to disposal of certain data if we have a legitimate or legal need to retain it. Where there is a legal obligation to, we will keep a record of destruction of data.

Retention of your data

We will not hold your data longer than is necessary. There are legal requirements or recommendations which mean that we will keep documents for a minimum period of time. External organisations may also keep information we lawfully provide for periods of time determined by them. Some of these documents may contain personal data. These include, but are not limited to:

SourceRetention PeriodExample
Receipts and invoicesKept for 6 years from the end of the current financial yearSuppliers invoice, invoices for hall bookings
Booking/hirer information (may include some personal information)Kept for 1 yearHiring agreements
Committee Meetings and AGM Minutes (may include some personal information)Stored electronically for an indefinite period, for reference purposes. AGM and Management Committee minutes to be displayed on village notice board  for up to 1 month following a meetingAgendas, minutes from meetings, presentations
Trustee, contractor, volunteer information (may include personal information)Necessary information to be retained for the duration of serviceTrustee declaration
Trustee information (may contain trustees’ personal information)May be kept by the Charity CommissionAnnual Return, Charity Commission website
Financial donor records (may contain donor’s personal information)Kept for 6 years from the end of the current financial yearDonor correspondence

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Access to information

You have a right to ask what information we hold on you, and to ensure that it is accurate and up to date, and to have it amended if it is not. We may regularly ask you if there have been any changes to your data so we can keep information up to date. If you want details of the information we hold on you, or would like to update information that we hold, please contact us by e-mail or at the address below.

E-mail us atluddingtovh@gmail.com or write to:

Luddington Village Hall
Luddington Road
Luddington
Stratford-upon-Avon
CV37 9SD