Charlton Marshall Village Hall (CMVH) treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is, information that could identify, or is related to the identity of, an individual.
- WHAT PERSONAL INFORMATION DO WE COLLECT?
When you express an interest in hiring facilities at CMVH, becoming a volunteer, becoming a member of the management committee/trustee or becoming a member of the 100 Club, you will be asked to provide certain information. This will include one or more of the following:
- Your name
- Home address
- Email address
- Telephone number
- Gift Aid entitlement when appropriate
2. HOW DO WE COLLECT THIS PERSONAL INFORMATION?
All the information collected is obtained directly from you, either by way of completion of a booking form or in person with a member of the management committee.
3. HOW DO WE USE YOUR PERSONAL INFORMATION?
We use your personal information:
- To enable us to provide a booking service in connection with the facilities of CMVH.
- To enable us to provide a voluntary service for the benefit of the community within Charlton Marshall and surrounding area.
- To fundraise and promote the interests of the Village Hall.
- To manage our volunteers.
- To maintain our own accounts and records, including the processing of Gift Aid applications.
4. SHARING YOUR INFORMATION
We may disclose information about you, including your personal information:
- Internally – to management committee members as required to facilitate your use of the facilities of the Village Hall or in your role as a volunteer.
- If we have a statutory duty to disclose it for other legal and regulatory reasons.
Where we need to share your information outside of CMVH, we will seek your consent and inform you as to who the information will be shared with and for what purpose.
5. HOW LONG DO WE KEEP YOUR PERSONAL DATA?
We keep data for as long as it remains a legitimate interest to the aims and objectives of CMVH. Specifically, we retain Gift Aid declarations and associated paperwork for up to six years after the calendar year to which they relate as required by HMRC.
6. YOUR RIGHTS AND YOUR PERSONAL DATA
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data as held by CMVH.
- The right to request that CMVH corrects any personal data if it is found to be inaccurate or out of date.
- The right to request your personal data be erased where it is no longer necessary for CMVH to retain such data.
- The right to withdraw your consent to the processing at any time.
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
- The right to object to the processing of personal data.
- The right to lodge a complaint with the Information Commissioners Office.
7. STORAGE OF PERSONAL DATA
We have in place a range of security safeguards to protect your personal data against loss or theft, as well as unauthorised access, disclosure, copying, use or modification. Your personal data is held on a database and accessed by management committee members.
8. AVAILABILITY AND CHANGES TO THIS POLICY
This policy is available on the website www.charltonmarshallvillagehall.wordpress.com This policy may change from time to time. If we make any material changes, we will make people aware of this via our newsletter or in the case of hirers of facilities at CHVH directly by email or letter.
9. CONTACT DETAILS
To exercise all relevant rights, queries or complaints, please in the first instance contact the Secretary via email
or telephone 01258.456572.
You can contact the Information Commissioners Office on 0303.123.1113 or by email via the website www.ico.org.uk
Issued: August 2019
Updated: January 2021