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Privacy Policy

Who we are

Monk Sherborne Village Hall is a Charitable Incorporated Organisation (CIO), Registered Charity Number 1175663, run by Trustee Volunteers who are based in Monk Sherborne Village.

We are at:
Ramsdell Road

Monk Sherborne

RG26 5HR

Our website address is: https://www.monksherbornevillagehall.org.uk.

We know how important it is for you to understand how we use your data. This Privacy Policy sets out how and why we collect, store, process and share your personal data. We will always be transparent with you about what we do with your personal data.

This Policy also tells you what your rights are in relation to the personal data you give to us. If you have any questions about this Privacy Policy or your rights under it, please contact us by post at the above address or by email on msvillagehall@gmail.com.

 

What personal data we collect and why we collect it

Monk Sherborne Village Hall uses personal data (name, address, telephone contact number, email address) for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall, staff employment and its fundraising activities.

The lawful reason for processing data in this way is “contract” for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall and staff employment.

The lawful reason for processing data for fundraising activities is “legitimate interest”.

We won’t use your information for any other purposes unless we are required to do so by law.

Privacy when booking

All our bookings are processed via email or phone directly to our booking clerk.  We use the information purely for confirming your booking and to keep you up to date with items of interest concerning the Village Hall.  

 

Privacy on our website

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to showcase our village hall  to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. 

 

Feedback

Our website supports user comments. Email addresses are required to enable us to contact you regarding your feedback. 

 

Cookies

No cookies are set for website users, and if any are implemented they will only be used for tracking usage of the website and no personal information will be used. Cookies are only used to track administrators – when they are logged in, and any specific settings they use.

 

Media

If you provide images for use on the website, you should avoid providing images with embedded meta data (e.g. EXIF GPS, or IPTC caption or keywords) which might provide personal information. Visitors to the website can download and extract any such data from images on the website.

 

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

 

Who we share your data with

We may share your personal information with:

  • our IT service and infrastructure providers that we use as part of our IT storage solutions

  • any other third-party entities who perform functions on our behalf and who also provide services to us

  • any other third parties as required by law or for the purposes of crime (including fraud), to prevent or investigate breaches of, or to enforce, our Terms, to respond to or investigate security vulnerabilities, or to respond to emergencies, and to protect the rights of third parties.

Any third parties with which we share your personal information have entered into a legally binding data sharing agreement with us and comply with similar and no less stringent undertakings of privacy and confidentiality to those set out in this Privacy Policy.

 

How long we retain your data

Data collected for the purposes of managing the hall, its bookings and finances, running and marketing events at the hall, staff employment and its fundraising activities, may be retained for up to 7 years for accounts purposes and for longer where required for other purposes connected to the objects of the Charity. If you would like to find out more about how we use your personal data or want to see a copy of information about you that we hold, please contact msvillagehall@gmail.com

What rights you have over your data

Rights What does this mean?

The right to be informed.

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Privacy Policy.

The right of access.

You have the right to obtain access to your information (if we’re processing it), and other certain other information (similar to that provided in this Privacy Policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.

The right to rectification.

You’re entitled to have your information corrected if it’s inaccurate or incomplete.

The right to erasure.

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

The right to restrict processing.

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

The right to data portability.

You have rights to obtain and reuse your personal data for your own purposes across different services. E.g., if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.

The right to object.

You have the right to object to certain types of processing, including processing for direct marketing.

We will usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing information for:

  • baseless or excessive/repeated requests

  • further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

 

Please consider your request responsibly before submitting it.  We’ll respond as soon as we can.  Generally, this will be within one month from the time we receive your request, but if the request would take longer than that to deal with, we will let you know.

 

Making a complaint

If you are unhappy with how we’ve handled your information, or you would like to exercise your rights, contact us at msvillagehall@gmail.com

If you’re not satisfied with our response to your complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the UK data protection authority, the Information Commissioner’s Office (ICO).

 

How will you know if we amend this Privacy Policy?

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. 

This policy was first published on 03 Sept 2019.
 

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