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Data Policy

What data do we hold

When you book the hall you give us your address, phone and email and information about the proposed hire.
When you pay by cheque we record your cheque details
This data is necessary for us to process your hire.

Where do we hold it and process it

Data is processed on a secure server not accessible from the internet
Some information is uploaded to our website where it is accessible as the hall diary.
Information on hires and payments are exchanged between the lettings secretary and treasurer
Summaries of hires are occasionally generated for management purposes
Sensitive information is not accessible to the general public
Backups of our data may be stored securely offsite

Email mailing list

In addition hirers emails have been put on our database with Mailchimp. Very occasionally we circulate details of activities at the Hall to users. From 20/05/18 only those who have opted in will be added or emailed
Mailchimp puts an unsubscribe link on all bulk emails. Unsubscribing will remove your name from the mailing list though we will still retain your details on our customer database as this is commercially necessary

We do not exchange data with third parties and do not contact users except regarding activities at the hall or in the village

Data Retention

Data on our Mailchimp emailing list remains on the list until you unsubscribe. There is an unsubscribe link on every email we send out from this list

Data on our online diary spans a period from about one year ago to the end of the current or (after June) the next year

Our policy from 25/05/18 is for hirers addresses and personal details to remain on our system for 7 years. These are essentially our accounting records. This will be implemented in the next few months.

Security of your data

We have taken steps to ensure that all your data is as secure as possible