Upham Village Hall Privacy and Cookie Policy

Upham New Millennium Village Hall Privacy Policy

This Privacy Notice applies to the Upham New Millennium Village Hall (UVH), Charity number 301976 and to the Upham New Millennium Village Hall website. This Notice explains what personal information we collect about you and how we use it.

UVH is committed to keeping your personal data private. We shall process any personal data we collect from you in accordance with data protection legislation and the provisions of this Notice.

Please read this privacy notice carefully to understand:

  • what is your personal data,
  • who we are,
  • what information we collect from you,
  • how we process your information,
  • who we share your information with,
  • how we retain, store and dispose of your information
  • what are your privacy rights
  • how the law protects you.

Your personal data – what is it

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).

Data Controller – who we are

UVH is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

What information will we collect from you

UVH will collect and process the personal data you provide us with through, booking forms, our website, face-to-face and electronic communication (including telephone conversations) in order to provide our services to you.

How will we use your personal data

  • To enable people to hire the hall
  • To keep financial records, ie provide an audit trail to identify source of income
  • To deal with enquiries and incidents
  • To keep records of suppliers of goods and services
  • To identify Trustees and UVH committee members

How we comply with our obligations under the GDPR

  • by keeping personal data up to date;
  • by storing and destroying it securely;
  • by not collecting or retaining excessive amounts of data:

– data relating to bookings will be retained for 3 years after the financial year to which it relates;
– data relating to volunteers and trustees will be retained with their written permission as a matter of historical record.
– data related to Health and Safety and safeguarding issues will be retained indefinitely and may be shared with outside bodies should there be good reason to do so. (eg police, social services)

  • by protecting personal data from loss, misuse, unauthorised access and disclosure;
  • by ensuring that appropriate technical measures are in place to protect personal data;
  • by never sharing data with third parties, EXCEPT AS ABOVE.

How we process enquiries via the website

  • People making enquiries and bookings via the website must complete a check box to say, “I consent to my personal information to be processed by Upham Village Hall in accordance with their Privacy Notice”.
  • Regular users who wish to post contact details on the website must complete the above check box statement.
  • People featuring in images of the Village Hall in use on the website must complete the above check box statement.

What are your rights to your personal data

Unless subject to an exemption under the GDPR, you have the following RIGHTS CONCERNING THE DATA THAT UVH holds about you;

  • The right to request that UVH corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for UVH to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to lodge a complaint with the Information Commissioners Office.(details below)

Further Processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use, prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries OR complaints please, in the first instance, contact:

Booking Agent at Upham New Millennium Village Hall,
Mortimers Lane,
Lower Upham
SO32 1HF

or by email: booking@uphamvillagehall.org.uk

You can contact the Information Commissioners Office on 0303 123 1113 or by the website  or at:

The Information Commissioner’s Office,
Wycliffe House,
Water Lane,


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