The Trustees and Management Committee of Alwington Village Hall are committed to a policy of protecting the rights and privacy of individuals.

We need to collect and use certain types of Data in order to carry on our work of managing Alwington Village Hall (AVH). All personal information will be collected and handled securely for the benefit of the management of the hall and the community. Personal information we collect will be your name and contact information (eg. address, e-mail address, telephone number) and sometimes bank details.

This data held is to manage and communicate for the purpose of booking and billing information which we collect directly from you. Some information may be used for promotion on the Parish Website. We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We will notify you immediately of any suspected data security breach where we are legally required to do so.


The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data may be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings and photographs.

The charity will remain the data controller for the information held. The trustees, management committee and volunteers are personally responsible for processing and using personal information in accordance with the DPA and GDPR. The trustees, management committee and volunteers will, therefore, be expected to read and comply with this policy. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.


We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.


We will keep your personal information while you have a contract with us or whilst we are providing promotional communication to you. Thereafter we will keep the data for as long as necessary.


You have the right to:-
be provided with a copy of your personal information.
require us to correct any mistakes in your personal information.
require us to delete your personal information – in certain circumstances.
require us to restrict processing of your personal information – in certain circumstances.
to receive the personal information you provided to us, in a structured commonly used format and/or transmit that data to a third party – in certain situations.
to object at any time to your personal information being processed for direct marketing and/or in certain situations to our continued processing of your personal information.


If you would like to exercise any of these rights please contact any of the trustees or Committee Chairman with enough information to prove your identity, and let us know which right you want to exercise and the information to which your request relates.

We hope that we can resolve any query or concern you may raise about our use of your information.

The purpose of this policy is to set out the AVH commitment and proceedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working and to maintaining the confidence of those with whom we deal. We recognise the risks to individuals of identity thefts and financial loss if personal data is lost or stolen.


Data controller

The trustees, and chairman, who collectively decide what personal information AVH will hold and how it will be held or used.