Privacy Policy

Contact Details

Crawford Village Hall

Crawford Road

Crawford Village

Upholland

WN8 9QR

07944901963

Any further information can be obtained via email at the address below.

crawfordhutandplaypark@gmail.com

We need to collect and utilize specific personal information to effectively manage Crawford Village Hall. However, we are dedicated to safeguarding the rights and privacy of individuals. This statement outlines the information we collect and the reasons for doing so, as well as how we use, store, and protect it, along with the data protection rights you possess.

The information we collect and how we use it

The information we collect and process falls into the following categories:

Bookings Data

1. This is name and preferred contact details (postal & email addresses, telephone

numbers) as supplied by any prospective hirer via the booking enquiry or booking form.

Details of event/reasons for hire etc will also be collected. The information will be used

to manage any booking and maintain contact with prospective hirers.

 

2. Public events (eg fundraising, club/group meetings, fitness classes) may be displayed

on the website and will show details and contact information (unless otherwise

specified)

 

3. Details of private events will not be displayed.

 

The legal foundation for processing this data is that we are entering into a Contract with the hirer of the facilities booked.

General Enquiries Data

Contact information (including name, email, and telephone number) along with the nature of the enquiry will be provided by the enquirer through an online form, telephone, or other means. This information will be utilized to correspond with the enquirer. The legal basis for processing this data is consent.

100 Club

Individuals applying for the 100 club must submit their name along with standard contact information, which includes their address, email, and telephone numbers. This information will be gathered and utilized solely for the efficient management of the club, which encompasses communication with its members. The legal foundation for processing this information is based on consent.

Information for Advertising Events and Activities at the Village Hall

This will be name and email details only. It will be provided by individuals who have

explicitly consented to be on the distribution list. The information will be used as the basis

for keeping in touch with hall users and supporters. The lawful basis for processing this

data is consent.

Trustee Data

This is name, contact details (address, email, telephone numbers), and date of birth. We

are required by law to notify the Charity Commission of these details. We also need to

maintain effective communication with trustees. We may also record any relevant skills to

help with managing projects or with specific roles. Only names (and organisations

represented or posts held) will be publicly displayed. The lawful basis for processing this

information is consent and legal compliance.

Bank Information

This will include the name and account number, as well as the sort code. This data will solely be gathered and utilised with explicit consent for the direct payment (from the hall’s bank account) of bills (against invoices), refunds (against receipts), or prize funds (e.g., 100+ club monthly draws). The legal basis for processing this information is consent and to fulfill a legal obligation.

Supplier details

This is name, address, telephone number and email address as provided by the supplier

or as obtained from publicly available sources. The information is used to help

communicate with appropriate suppliers for the purchase of goods or services. The lawful

basis for processing this data is that we may be preparing to enter into a contract for the

purchase of those goods and services

Club/Group Information.

This will encompass the name of the group, club, or organisation along with the purpose and activities involved: additionally, pertinent contact details (for example, name, email, and telephone numbers). This information will be supplied by groups and clubs that may desire for the hall to promote their activities through our website or newsletters, etc. The legal basis for processing this data is consent.

Disclosure of Data

We will only disclose information to third parties or individuals when obliged to by law, for

purposes of national security, taxation and criminal investigations, and the following

situations.

• Bookings’ data may be shared with another Trustee (normally Chair, Treasurer or

Secretary) for instance where bookings involve licensable activity (for TENS

applications or to confirm new/unusual hirings).

• Supplier details may be shared within the committee, e.g. when considering

tenders/quotations.

• Bank details will be shared (we currently operate a treasury team of four committee members) in order to approve payment through the hall’s bank account (two signatures required).
• Trustee data is shared with the Charity Commission as this is a legal requirement.
• Some documentation may be held in ‘cloud’ storage. This is sharing in a purely

technical sense as those services are delivered by 3rd parties and requires data to

be held, at least temporarily, on their servers. The data is still private as this

technical sharing does not give permission for those providers to read/access the

data held.

• Where individuals have expressly given their consent for the information to be shared.

We do not, and will not sell any personal data.

How we store/secure personal data

In order to prevent unauthorised access or disclosure, we have implemented appropriate physical, electronic, and managerial measures to protect and secure the information we gather online.

Paper based data.(Trustee declaration forms, signed Booking Agreement Forms, etc.) is

held in files by the Trustee responsible for the processing of that data.

Electronic based data (eg Booking requests, email lists) is only stored and accessed using

password protected computers/devices.

Bookings’ data provides support for financial transactions so will be retained for 6 years in

order to comply with financial audit requirements. After that point, it will be destroyed/deleted.

Email addresses may be collected and stored in a distribution list to enable information on

events and other hall activities to be sent (by ‘blind carbon copy’) to interested parties. This

data will only be collected and used for this purpose with the express consent of the

individual. It may be that such list a list will be gathered and maintained via our website,

www.crawfordvillagehall.com, using a specific service provider. In which case such data will

be maintained and protected securely by that provider in accordance with their privacy

regulations. In either event, information in email distribution lists will be kept on those lists

until the data subject requests that their email address be removed.

Other email addresses (eg for internal communication, 100 club membership, hirers and

suppliers) will only be retained for the purpose obtained.

Similarly, information related to 100 club membership will be retained until that membership ceases.

The Hall also uses dedicated email addresses for communication with hirers and website

users, and to facilitate sharing of information within the committee and with employees and

volunteers, and to communicate with hirers, suppliers, local authorities, Charity

Commission, etc. All email accounts are password protected and email, our web service and cloud storage service providers have very strict data protection policies and highly secure IT hardware and infrastructure.

Trustee data is a legitimate historical record of the Charity so will be retained indefinitely.

Supplier data will be retained until the committee considers the supplier to no longer be considered for future provision of goods or services. Data related to invoices, completed projects etc will be retained for 6 years and then destroyed.

Bank details will be deleted and not be held in hall files after payment of any invoices etc.

They may be retained in the system of our banker (currently Barclays and Lloyds Bank) but only insofar as providing the basis for ease of future payments. Such records are held securely in accordance the bank’s own data protection policies and practices.

Website User Data

We use cookies to assist us in analysing the usage and performance of our website and services. Our service provider employs Google Analytics to evaluate the usage of our website. Google Analytics collects data regarding website usage through cookies. The information obtained concerning our website is utilised to generate reports about its usage. Google’s privacy policy can be found at: https://www.google.com/policies/privacy/. Our website may include links to other websites of interest. However, once you have clicked on these links to exit our site, please be aware that we do not have any control over those external websites. Consequently, we cannot be held accountable for the safeguarding and privacy of any information you provide while visiting such sites, and these sites are not governed by this privacy statement. It is advisable to exercise caution and review the privacy statement relevant to the website in question.

applicable to the website in question.

Your Rights

You have a number of very important rights in respect of your personal data. These

include:

• The right to be informed about what data is collected and how it is used, stored, etc.

this Privacy Notice is itself a key part in that.

• The right to ask us to remove your personal data from our records (unless it is necessary for us to continue to use the data for a lawful reason).

• The right to have inaccurate data rectified.

• The right to request a copy of the information we hold about you.

Privacy Policy V1. Nov. 2025. To be reviewed biennially