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Data Protection Policy

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Data Protection Policy

 

 

 

1.     Introduction

2.     What this GDPR Policy covers

3.     What personal data we collect

4.     How and why we use personal data

5.     Sharing personal data with other organisations

6.     How we protect personal data

7.     Subject Access Request

8.     Changes to the GDPR Policy

 

 

 

1.  Introduction

Drimpton Village Hall and Recreational Trust (The Trust) will manage Personal Data that it holds in accordance with General Data Protection Rules.

This Policy outlines what Data is held and Committee and Trustee responsibilities that apply.

Committee members recognise that Personal data is any data that relates to an identifiable individual, such as name, address, contact details, age, gender, family details, that is kept for the purpose of carrying on the business of the Trust.

The business of the Trust is as defined in the Trust Constitution, which is

……the provision and maintenance of a village hall and a recreation ground for the use of the inhabitants of Drimpton without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants.

 

We at DVH observe the 8 principles of Data Protection

Lawfulness

Purpose

Data Minimisation

Accuracy

Storage

Integrity

Accountability

Privacy

 

2. What this GDPR Policy covers:

This GDPR policy covers the activities of the Trust management committee (Trustees) who will be referred to in this Policy as ‘The Committee’, ‘we’, ‘our’, or ‘us’.

 

Activities covered are those that take place in the Drimpton Village Hall building and Recreation Ground.

 

We are committed to comply with the GDPR when it comes to how we collect, use and protect your personal data.

This GDPR Policy:

·       Sets out the types of personal data that we collect

·       Explains how and why we use personal data

·       Explains when and why we may share your personal data with other organisations

·       Explains the rights to choices you have when it comes to your personal data.

 

3. What personal data do we collect:

 

a.     Personal data of Committee members, comprising:

·       Title, first name, surname, and date of birth.

·       Address and Postcode.

·       Contact telephone numbers(s)

·       E-mail address

         

          This will be held by the Secretary and can be shared with the 

          Chairperson. Data will be held for 1 year and renewed annually, following the

          AGM.

             

                 b. personal data relating to hall hirers, comprising:

·       Title, first name, and surname.

·       Address and Postcode

·       Contact telephone number(s)

·       E-mail address

 

           This data will be held by the Bookings Secretary for a period of 1 year.

           Personal data of regular hirers will be renewed on an annual basis by the

           Bookings Secretary

 

                c. Contact details of commercial contacts

 

•   Title, first name and surname

•   Address and postcode

•   Contact phone number(s)  

•   E-mail address

 

            This data will be held by Trust secretary for the duration of the warranty and / or guarantee of works provided by any contractor.

 

 

 

4. How and why we use personal data:

 

We use personal data to ensure our services can be delivered as follows:

·       Respond to any enquiry or request

·       Communicate regarding the supply and completion of Hire Agreements

·       Produce invoices and statements

·       Collect payments or make refunds

·       Inspect regulatory policies or insurance such as Liability Insurance from 3rd Parties

·       Communication regarding event coordination

 

Personal information is never used for direct advertising or marketing campaigns. All marketing and advertising takes place through notices placed on the Hall’s website page, in local newspapers or newsletters, or via posters placed on noticeboards around the village.

 

When we need to communicate with multiple customers regarding a common matter we will endeavour to communicate on a one to one basis to prevent the sharing of personal information. Where one to one communication is not practical then an email with a blind copy (BCC) distribution list may be used to maintain privacy of personal information.

 

 

5. Sharing personal data with other organisations:

 

Personal data may be shared with other organisations only in the following circumstances:

·       Should the law or a public authority require that we must share the personal data

·       Should the committee need to share personal data to establish, exercise or defend its legal rights

·       Should you explicitly request or permit us to communicate with a 3rd party in relation to a service they are providing at the Hall premises

·       Should a 3rd party need to liaise directly with the hirer to complete maintenance or service tasks and the hirer has provided their permission

·        

 

 

6. How we protect personal data

 

Electronic files are stored securely on private networks and are stored or shared across the internet.

 

We enforce procedural safeguards in connection with the collection, storage and disclosure of personal data. We may occasionally ask for proof of identity before we share your personal data with you. Whilst we take appropriate technical and organisational measures to safeguard your personal data, please note that we cannot guarantee the security of any personal data that you transfer over the internet to us.

 

 

7. Subject Access Request

 

Under the General Data Protection Regulation, any person has  the right to see personal data that we hold about them.

 

This is called a Subject Access request

 

Application can be made in writing to The Secretary, Drimpton Village Hall and Recreational Tryst, Chard Road, Drimpton DT8 3RF.

 

 

8. Changes to this Policy.

 

We reserve the right to make changes to this GDPR Policy from time to time. This policy will be reviewed by the Committee on an annual basis.

 

 

 

 

Approved by DVH&RT on 31 January 2025

Policy to be reviewed annually  - January 2026

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