Blue Bell Hill Village Hall
Registered Charity no 302700
Privacy Notice For Hirers
Blue Bell Hill Village Hall Management Committee needs to collect and store certain information to ensure the smooth running of the hall. Some of this information helps us comply with the law, some is to ease the running of the hall.
The information that we collect is hirer’s name, home address, email address, landline telephone number and /or mobile telephone number. This information is required so that we know who is responsible for the hall during the hire period. It also means that if there is an issue with the hall, we can contact the hirer and advise.
Hirers are also asked to confirm that they are over the age of 21 years. This is to ensure that the hirer is of legal adult age.
We ask for the date and time of the event to ensure availability and for planning purposes. We ask the nature of the event to ensure that we comply with conditions of our licence and for safeguarding reasons.
We require any accidents to be recorded in the accident book which is stored in the health and safety folder in the kitchen. This is a legal requirement for insurance purposes. It also means that we can investigate any incidents and take any necessary action. We ask that the hirer completes the form, seals it in an envelope that will be in the folder and then post it into the secure post box by the main entrance. These forms are stored in a locked cabinet in the hall.
All information is kept securely by the bookings secretary and committee secretary. Paper records are locked securely in the hall, digital records are on a laptop that is exclusively used for Blue Bell Hill Village Hall documentation, is protected by PIN and is kept at the home of the bookings secretary. Data is stored on a flash drive.
Information is kept from the time that the hiring is confirmed and for the period of one year after the event for auditing purposes.
When it is no longer required, digital data is securely deleted and paper information is shredded.
Information will only be shared for compelling legal reasons such as insurance purposes or safeguarding reasons.
Guidance regarding how we process data has been taken from the ICO, Charities Commission and our insurers.
Any data breach will be reported to ICO within 14 days.
Retention Policy
We keep information for the following lengths of time:
Hire forms are kept for the period of one year after the date of the event. This is for auditing reasons.
Accident forms are kept in the case of children until the child is 21 years and 3months of age. In the case of adults for the period of 7 years.
Blue Bell Hill Village Hall