Oldbury on Severn Memorial Hall

Oldbury on Severn Memorial Hall

Privacy Policy
Version 2 — October 2020

Registered Charity No. 1049492
Camp Road, Oldbury on Severn, BS35 1PR
Website: oldburyonsevern.uk

1. Introduction

Oldbury on Severn War Memorial Hall (“the Memorial Hall”) is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal information in accordance with the General Data Protection Regulation (GDPR).

This policy applies to:

• The Memorial Hall as a registered charity
• All enquiries and bookings
• Our website at oldburyonsevern.uk
• Email communications and mailing lists

For GDPR purposes, the Memorial Hall Chairperson acts as the Data Controller.
Enquiries regarding data protection should be addressed to:
Chairperson, Memorial Hall, c/o Jacobs Well, Featherbed Lane, Oldbury on Severn, Bristol BS35 1PP

2. Information We Collect

We collect personal information when you:

• Make enquiries or sign a Hire Agreement
• Visit our website
• Register to receive event information
• Contact us by email or complete booking forms

We will always make it clear when personal information is being collected and explain how it will be used.

Types of data we may collect

• Name
• Home address
• Email address
• Telephone number
• Booking details
• Committee membership information

All information is provided by you and therefore collected with your consent or under legitimate interest.

We do not share your personal information with third parties unless:

• You have given explicit consent, or
• We are legally required to do so.

3. Management Committees

Information relating to committee members is held electronically and stored securely wherever practicable.
This information is not shared with third parties.
The Memorial Hall cannot be responsible for individual committee members sharing their own details.

4. Website Visitors and Booking Forms

Personal information submitted via the website or booking forms is provided directly by you.

Emails sent to us are not stored on the website. We retain emails only for the purpose of responding to your enquiry.

The website may contain links to external sites. The Memorial Hall is not responsible for the content or privacy practices of these sites. Users should review the privacy statements of any linked websites.

5. How We Use Your Information

We may hold and process your personal data to:

• Provide services such as hall hire
• Communicate with you about bookings, events or enquiries
• Meet contractual or legal obligations
• Send future information where you have given consent

6. Controlling Your Data

You may withdraw or vary your consent at any time.

If you wish to change how we use your data, or request that we stop holding it, you may contact us in writing or by email at:
oldburyonsevernpc@gmail.com

7. Marketing

The Memorial Hall does not currently undertake marketing activities.
If this changes, we will only contact you where you have provided explicit consent.

8. Facebook

By joining the Memorial Hall Facebook group, you accept interaction with other group members.
You may unsubscribe at any time, although previously posted content will remain visible.

9. Security

• All physical data is stored securely in a non‑public location accessible only to the Executive Management Committee.
• While we take all reasonable steps to protect your data, transmission via the internet or email cannot be guaranteed as completely secure.
• Once received, we use strict procedures and security measures to prevent unauthorised access.

10. Data Retention

We retain personal data only for as long as necessary.
Minimum retention periods are shown below:

Retention periods are reviewed periodically to ensure compliance with legislation.
Data will be securely destroyed once no longer required.

11. Your Rights

Under GDPR, you have the right to:

• Request access to the personal data we hold about you
• Request correction or deletion of your data
• Withdraw consent at any time
• Request that we stop using your data

Requests should be made in writing or by email to:
oldburyonsevernpc@gmail.com

There is no charge for accessing your data.
We will respond within one month.

12. Changes to This Policy

This policy may be updated periodically to reflect changes in legislation, website functionality or operational practices.
Please review it regularly to stay informed.

Queries or comments may be sent to:
oldburyonsevernpc@gmail.com

Further information on GDPR:
Information Commissioner’s Office (ICO)
https://ico.org.uk/concerns
Phone: 0303 123 1113
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF