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Grundisburgh Village Hall Privacy Policy

 

This privacy policy tells you what to expect us to do with your personal information.

 

For the purposes of the General Data Protection Regulation and UK data protection laws, the data controller is Grundisburgh Village Hall of Grundisburgh Village Hall, Felgate Way, Grundisburgh, Suffolk IP13 6US

 

Last updated

 

This Privacy Policy was updated on 02 December 2024.  We may update this Privacy Policy from time to time and encourage you to periodically review this page for the latest version.

 

Contact details

 

Email: datacontroller@gnvh.co.uk

 

What information we collect, use, and why

 

We collect or use the following information to provide services and goods, including delivery:

 

  • Names, phone numbers, addresses, email addresses and other contact details

  • Information and details relating to enquiries and bookings

  • Purchase and account history

  • Payment details, financial transaction information and invoices (including card or bank information for transfers and direct debits)

  • Social media interactions (Facebook, Instagram)

  • Communication history, booking details and notes

  • Hire agreements, user agreements, booking forms, consents, evacuation plans, inventory and condition reports, Temporary Event Notices (TENs) and other booking related records

  • Signatures and/or identification documents

  • Information relating to compliments or complaints

 

We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:

 

  • All of the information listed to provide services and goods, including delivery

  • Website and related technical information including user journeys, IP addresses, cookies (https://grundisburghvillagehall.com/cookie-policy), web beacons

  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

  • Photographs or video recordings

  • Video and CCTV recordings of public areas (including indoor and outdoor spaces).  See also our CCTV policy (https://grundisburghvillagehall.com/cctv-policy)

 

We collect or use the following information for service updates, statistics and analytics or marketing purposes:

 

  • All of the information listed to provide services and goods, including delivery

  • Website and related technical information including user journeys, IP addresses, cookies (https://grundisburghvillagehall.com/cookie-policy), web beacons

  • Photographs or video recordings

 

We collect or use the following information to comply with legal requirements:

 

  • All of the information listed to provide services and goods, including delivery

  • Website and related technical information including user journeys, IP addresses, cookies (https://grundisburghvillagehall.com/cookie-policy), web beacons

  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

 

Lawful bases

 

Our lawful bases for collecting or using personal information to provide services and goods are:

 

  • Consent

  • Contract

  • Legal obligation

  • Legitimate interest:

    • In order to administer bookings and ensure the hiring contract can be fulfilled.

 

Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:

 

  • Consent

  • Contract

  • Legal obligation

  • Legitimate interest:

    • Personal and public safety

    • Protect our property

 

Our lawful bases for collecting or using personal information for service updates and queries or marketing purposes are:

 

  • Consent

  • Contract

  • Legitimate interest:

    • In order to be able to communicate with a hirer of the hall about their booking

    • To understand our user’s requirements to provide better services to existing and future hirers

    • Anonymised data and statistics to help promote the village hall

 

Our lawful bases for collecting or using personal information for legal requirements are:

 

  • Consent 

  • Legal obligation

 

Where we get personal information from

 

  • People directly

  • Emails

  • Phone conversations

  • CCTV footage, or other recorded images

  • Councils and other public sector organisations

  • Third parties:

    • MyHallWizard

    • Wix

    • Google

    • Meta including Facebook, Instagram and WhatsApp, Messenger

    • DBS service

 

How long we keep information

 

 

Who we share information with

 

Data processors

 

WIX

 

This data processor does the following activities for us: Provides website services on the wix.com platform allowing us to describe and promote Grundisburgh Village Hall and its services including pictures of the hall and various uses of the hall. The website allows people to contact us and allows us to understand user interactions (“user journeys”) and implements varies cookies as per our cookie policy. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications.  See our data processing agreement with WIX (https://www.wix.com/about/privacy-dpa-users)

 

MyHallWizard

 

This data processor does the following activities for us: Provides the booking platform to allow you to view Hall availability, make bookings and to allow Grundisburgh Village Hall to make and manage bookings on behalf of venue customers.  The booking calendar also allows any person to see various booking details which may include date, time, customer name, booking name and details.  This site uses Cookies and you can find its Cookie policy (https://myhallwizard.com/cookie-policy-uk/).  Your use of this platform is governed by the terms at (https://myhallwizard.com/terms-and-conditions/).  Schedule 2 of these terms covers the agreement to act as data processors on our behalf.

 

Microsoft

 

This data processor does the following activities for us: Provides email, data management, office applications and other related services.  We use these to contact you, internally discuss bookings and other matters relating to the operation and management of the hall. The processing of personal data is governed by the latest Microsoft Products and Services Data Protection Addendum (https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA?lang=1)

 

Meta

 

This data processor does the following activities for us: Provides social media services allowing us to describe and promote Grundisburgh Village Hall and its services including pictures of the hall and various uses of the hall, allowing people to contact us and also allowing people to discuss the village hall.  Your use of these services is governed by the terms of use for those services.  The processing of personal data for us is covered by Meta’s Data Processing Terms (https://www.facebook.com/legal/terms/dataprocessing/)

 

Xero

 

This data processor does the following activities for us: Provides online and mobile accountancy services and other financial products and services.  We use this to track invoices, deposits, payments for bookings at the village hall.  The processing of personal data is covered by the Xero data processing addendum (https://www.xero.com/uk/legal/terms/data-processing/)

 

Google Maps including Google Fonts

 

Provides Google Maps features and content so we can show maps of our location and the use of these is subject to current versions of the Google Terms of Service (https://policies.google.com/terms), Google Maps / Google Earth Additional Terms of Service (https://maps.google.com/help/terms_maps.html) and the Google Privacy Policy (https://www.google.com/policies/privacy/).  Your IP address may be recorded by Google as a result of displaying this map requested from them.  To opt out from and prevent your data from being used by Google Analytics across all websites, check out the following instructions: https://tools.google.com/dlpage/gaoptout

 

HikVision

 

Provide remote access to CCTV for authorised users in line with CCTV policy (https://grundisburghvillagehall.com/cctv-policy).  Please see HikVision privacy policy (https://www.hik-connect.com/views/terms/privacypolicy.html) and data processing addendum (https://www.hik-connect.com/views/terms/dataProtectionAddendum.html)

 

Others we share personal information with

 

  • Financial institutions

  • Insurance companies

  • Organisations we need to for safeguarding reasons

  • Relevant regulatory authorities

  • External auditors or inspectors

  • Organisations we’re legally obliged to

  • Publicly on our website, social media or other marketing and information media (where appropriate) such as photos of events and activities

 

Sharing information outside the UK

 

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

 

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

 

Your data protection rights

 

Under data protection law, you have rights including:

 

  • Your right of access - You have the right to ask us for copies of your personal data.

  • Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

  • Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

 

You don’t usually need to pay a fee to exercise your rights.  If you make a request, we have one calendar month to respond to you.

 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

How to complain

 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

The ICO’s address:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

© 2024 Grundisburgh Village Hall 

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