Privacy Policy

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Sherborne St. John Village Hall  Events and Bookings

Effective Date: 29 May 2025 

1. Who We Are 

Sherborne St John Village Hall is managed by a group of trustees who coordinate bookings and events at the hall. We use Hallmaster (https://www.hallmaster.co.uk), a third-party online booking platform, to manage and process hall bookings. 

2. What Data We Collect 

When you make a booking through Hallmaster, the following personal information may be collected: 

• Name 
• Contact details (e.g., email address, telephone number) 
• Details of your booking (e.g., date, time, purpose of hire) 

This data is submitted via Hallmaster and then shared with the trustees of Sherborne St John Village Hall to manage your booking. 

Sherborne St. John Village Hall Committee members may need to collect information from you in order to tell you about our activities, events and services. If you hire the hall we (the Sherborne St. John Village Hall Committee) will hold data about you for booking and invoicing purposes. If you provide goods or services to the hall we will hold data about you in order to arrange receipt of goods and services and pay invoices.

Information we collect

• Contact information for individuals such as name, telephone number(s), e-mail address, and postal address
• information provided in hall booking forms, or when booking tickets for an event
• information provided to us when you communicate with us for any reason financial details so we can make or receive payment from you for goods and services.

3. Your consent

We need your consent in order to hold data about you. Any forms or documents that we need you to complete (manually or electronically) will ask for your consent and be clear about what the information will be used for if you choose to provide it. There will be some circumstances where we are only able to provide you with services if you consent to providing necessary information, for example, hall bookings.

4. Use of your information

The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:

• To provide you with information requested from us, relating to the Village Hall. To provide information on other products or services which we feel may be of interest to you, where you have consented to receive such information e.g. hall events & fundraising and village events.
• To meet our contractual commitments to you.

5. Storing your personal data

We will take all reasonable steps to make sure that your data is treated securely and in agreement with this Privacy Policy.

All physical data will be held securely in a locked cabinet in a non-public location, accessible only by designated committee members. All computers with access to personal data will be password protected. All electronic data held on portable devices (for example laptops and USB drives) will be password protected.

The transmission of data via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk.

6. Disposal of data

If we agree to your request to destroy your data, it will be confidentially destroyed in the case of physical data, and/or deleted in the case of electronic data. We will notify you in writing to confirm when and how it has been destroyed. We may not agree to disposal of certain data if we have a legitimate or legal need to retain it. Where there is a legal obligation to, we will keep a record of destruction of data.

7. Retention of your data

Both Hallmaster and the Sherborne St John Village Hall trustees will only retain your personal data for as long as necessary to fulfill the purposes for which it was collected. 

Specifically: 

• Data is retained by the trustees for the duration of your booking and for up to six months afterward for administrative purposes. 
• After this period, your personal data will be securely deleted. 

8. Data Sharing 

Your data is shared only between Hallmaster and the Sherborne St John Village Hall trustees. It will not be sold, shared, or disclosed to any third parties outside of this arrangement unless required by law. 

Some of these documents may contain personal data. These include, but are not limited to:

1. Receipts and invoices Kept for 6 years from the end of the current financial year
2. Suppliers invoice, invoices for hall bookings Booking/hirer information (may include some personal information) Kept for 6 months 
3. Hiring agreements Committee Meetings and AGM Minutes (may include some personal information) Stored electronically for an indefinite period, for reference purposes. AGM and Management Committee minutes to be displayed on village notice board  for up to 1 month following a meeting Agendas, minutes from meetings, presentations
4. Trustee, contractor, volunteer information (may include personal information) Necessary information to be retained for the duration of service Trustee declaration
5. Trustee information (may contain trustees’ personal information) May be kept by the Charity Commission Annual Return, Charity Commission website
6. Financial donor records (may contain donor’s personal information) Kept for 6 years from the end of the current financial year Donor correspondence

9. Access to information - Your Rights

You have a right to ask what information we hold on you, and to ensure that it is accurate and up to date, and to have it amended if it is not. We may regularly ask you if there have been any changes to your data so we can keep information up to date. If you want details of the information we hold on you, or would like to update information that we hold, please contact us by e-mail or at the address below.

You have the right to: 

1. Access the personal data we hold about you 
2. Request correction of incorrect or incomplete data 
3. Request deletion of your data when it is no longer needed 
4. Withdraw consent (where applicable)
5. Lodge a complaint with the Information Commissioner’s Office (ICO) 

E-mail us at ssjhallbookings@yahoo.com  or write to:

Sherborne St. John Village Hall

Kiln Rd, Sherborne St. John, 

Basingstoke, 

RG24 9HR, 

UK

10. Changes to This Policy 

This Privacy Policy may be updated from time to time. Any significant changes will be communicated via our website or through direct communication where appropriate.