Prestwood Village Hall needs to keep certain information on its hirers and contractors and information pertaining to its management committee and Trustees. These details enable us to manage bookings and to carry out day to day tasks.

We are committed to ensuring that any personal data collected by us will be managed in line with the General Data Protection Regulations 2018. To this end all personal information collected will be stored safely and not disclosed to third parties except in the case of a requirement to do so by the law or public authority instruction or if we need to share personal data to establish, exercise or defend our legal rights.

For the purposes of arranging hiring of the facilities we will need to collect the following information to ensure that the services can be provided:

• Title, first name and surname
• Contact telephone number
• Address and postcode
• E-mail address

Additionally, hirers will be required to provide bank account details if refunds are required and also by contractors for payment of accounts.

We use your personal data to ensure that we are able to deliver our services to you as follows:

• Respond to any enquiry
• Produce Invoices and statements
• Collect payments or supply refunds
• Communicate on completion of hire agreements

In line with GDPR principles we will ensure that collected personal data will be:

• Obtained fairly and lawfully and for a specific and lawful purpose
• Adequate, relevant but not excessive
• Accurate and kept up to date
• Not to be held longer than necessary
• Processed in accordance with the rights of data subjects
• Subject to appropriate security measures

Prestwood Village Hall will forbid processing of personal data outside the legitimate purpose for which the data was collected, will mandate that no personal data other than what is necessary will be requested and will ask that personal data be deleted once the legitimate purpose for which it was collected is fulfilled.

Prestwood Village Hall does not pass data to third parties but should the necessity arise to do, so it will be with the explicit and written consent of the owner of the collected data. This consent will then be documented and consent may be withdrawn at any time.

Email addresses are kept on a secure network and are viewed only by those of the management committee or Trustees who have a genuine requirement to do so. Prestwood Village Hall does not use email addresses for direct advertising or marketing campaigns. This website does not use cookies to gather information for use in advertising.

Under GDPR, hirers and contractors have the right to view the personal data that Prestwood Village Hall holds on them. This is called a Subject Access Requirement. Should you require this service please use the enquiry address on the Contact page. Please also see the ‘right of the individual’ below.

Any breach of the data that is held by Prestwood Village Hall will, depending on severity, be reported to the subject and the Information Commissioners office within 72 hours of discovery.

Prestwood Village Hall will continue to assess processes and in particular new ways of working to ensure compliance with GDPR and Trustees and management will be made aware of responsibilities in the processing of data.

Please find detailed the rights of the individual as defined by GDPR.

The GDPR seek protection of data and privacy for individuals residing within the European Union and the United Kingdom. The said rights aim to safeguard the fundamental rights and freedoms of natural persons, in particular their personal data.

The Right to be Informed.

The information in relation to the processing of personal data relating to an individual should be given to them at the time of collection of such data within a reasonable period. The individual has the right to be made aware about the consequences of providing such data.

The Right of Access

The individual should have a right to access to their personal information which they might have communicated in order to enable them to verify the processing of such data. However, the exercise of such right should not adversely affect the rights or freedoms of others, including trade secrets or intellectual property and in particular the copyright protecting software.

The Right to Rectification

With a view to strengthen the control over personal data, the individual should be allowed to receive their personal data for the purpose of rectification of inaccurate/incomplete details.

The Right to Erasure

The individual should also have the right to get their personal data erased and no longer processed where such data are no longer necessary in relation to the purposes for which they were collected or otherwise processed or where they have withdrawn their consent in regard to the processing of the same.

The Right to Restrict Processing

The individual shall have a right to restrict processing of their personal information where

1. The accuracy of such data is contested
2. Processing is unlawful and opposed by the individual
3. The data is no longer required
4. The individual has objected

The Right to Data Portability

Where the processing of personal data, provided by an individual with their consent is carried out by automated means, the individual should be allowed to receive such data. It should not apply where processing is necessary to be carried on under legal obligations.

The Right to Object

The individual shall have the right to object the processing of their personal data on the grounds relating to their particular situation upon which no further processing of such data shall take place unless there are compelling legitimate grounds necessitating such processing in furtherance of public interest or exercise of official duty.

Rights in Relation to Automated Decision Making and Profiling

The individual shall have the right not to be subjected to a decision based solely on automated processing, including profiling, which produces legal effects concerning them of significantly affects them. The said right is not applicable if the decision is required for entering into a contract or required under law or if the individual has consented for the same.

Conclusion

Being adopted with a view to enhance the importance of the personal data of the individuals in the European Union and the United Kingdom, the GDPR focuses on conferring rights on such individuals to regulate the dissemination of the information being shared thereby expanding the scope of privacy law. Focused with the objective of effective enforcement, the GDPR imposes penalty for non-compliance of its provisions.

Last updated 25/05/2022

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