PRIVACY POLICY and GDPR

PERSONAL DATA STORAGE AND PROCESSING :- GDPR

From May 24th 2018 organisations which store and process personal data need to comply with a new set of regulations known as the General Data Protection Regulations which supercede the Data Protection Act of 1998.

ICO guide: Guide to the General Data Protection Regulations

Simply stated, your personal data can only be stored and processed with your consent, which to be valid, requires that you understand what information is stored, by whom, and why it is stored, how it is processed and who has access to the information. You have the right to review your information and correct any inaccuracies or request that your personal information be deleted. Historically personal data was stored on the booking secretary’s laptop to facilitate the booking process but since we have started to use Hallmaster software, while members of the booking team with administrator rights of neccessity have access to this data, all this data is now stored on the Hallmaster servers. Links to how this data is stored and processed exist on the new customer registration form which forms part of the booking process and acceptance forms part of the consent process.

Essential information you need to be familiar with before you can give consent is listed below.

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Responsible Individuals
Compliance with these regulations is the responsibility of the data controller, currently Ian Granville, and the data processor, Hallmaster, to whom any concerns should be addressed. The Hallmaster licence Agreement: 15.3.1. states: To the extent that Hallmaster processes any personal data on the Administrator’s behalf when performing its obligations under this Agreement the parties acknowledge that for the purposes of the Data Protection Legislation, the Administrator is the data controller and Hallmaster is the data processor.
Lawful Basis for Data Processing
We consider the lawful basis for data collection is legitimate interest. Personal data is stored and processed to enable bookings to be processed and hall users to be contacted should the need arise.
ICO guide: Lawfull Basis for Processing
Consent to data collection
Data may/will only be stored with the consent of the individual. When first registering as a new customer, familiarity with and acceptance of Hallmaster terms and conditions and Privacy policy form part of the booking process.
What Data is Collected
The Hutton Rudby Village Hall may publish contact information for key members of regular user groups on its website as a service to users and potential new members, at the request of and with the consent of the users group lead. This will be either be an e-mail address and/or a moibile phone number. Home addresses will not be published on the website. Contact information for key members of the management team is also available on the website and document headers. Contact information for regular users is now stored on the Hallmaster server for billing purposes. When the hall is booked for a function , contact information is collected to enable the booking to be recorded and processed.
How is Data Stored and Processed
The website is currently hosted by GoDaddy whose server is located in Scottsdale Arizona. The booking process and invoice generation is now handled by the Hallmaster software and data is stored on their servers. When registering as a new customer familiarity and acceptance of Hallmaster terms and conditions and Privacy Policy are a condition of registration. When invoices are paid no sensitive financial data is stored by Hallmaster. While members of the booking team with administrator rights have access to stored data relevant to the booking process, this data is now held by Hallmaster. 
Data Sharing
No data is shared by The Village Hall with third parties. There is no automatic data sharing.
Data Breaches
The Village Hall recognises our obligation to report any data breaches within 72 hours to the Information Commissioner’s Office. Similarly any concerns you may have which are unresolved should be reported to the ICO. Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
ICO guide: Data Breaches

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CCTV SURVEILLANCE

Surveillance camera commissioner: Code of practice

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Why are CCTV cameras installed
To improve the security and safety of hall users, CCTV cameras are in operation in and around the premises. Hall users are occasionally adversely affected by random acts of vandalism in the play area or innappropriate intrusions, sometimes associated by threatening behaviour, into the hall itself. CCTV cameras have been installed to reassure legitimate hall users that any such events can/will be investigated. CCTV surveillance cameras are also a useful facility to allow burglar alarm activations to be assessed remotely, especially at night, before the hall is visited by a keyholder.
Signage and transparency
Signs around the perimeter of the hall notify users of the installation of CCTV cameras and provide contact details if further information is required. Additional signage notifies users that there are regular patrols by local police officers.
Image capture and duration of storage
Images are stored on the hard drive of a DVR placed in a secure location within the hall. Images are retained for and then overwritten automatically every two weeks
Who has access to the images?
Access to stored images either locally or remotely is password protected and currently restricted to the data controller.
Is the use of CCTV regularly reviewed?
Along with safety incidents and formal complaints, any episode which involves review of CCTV images is discussed at the regular trustees meetings.

COOKIES

Whenever you access any website, your browser will place small files, known as cookies, on your system. These are neccessary for the smooth functioning of the site but additional files may sometimes be added which would enable third parties to track your browsing activities which can, for example, be used for targeted advertising.
If you are unhappy with the thought of cookies being saved to your computer browsers enable you to disable cookies. See link below.
The only cookies associated with our website are those designed to improve the functionality of and improve your browsing of the site.
There are no cookies on this site which would enable third parties to track your activity. However you should be aware that the browser or social media route you use to access our website may use cookies or other analytics over which we have no control nor access.

to learn more about cookies

What is a cookie?

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device. Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests. The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie guide. Category 1: strictly necessary cookies These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided. Category 2: performance cookies These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works. By using our website, you agree that we can place these type of cookies on your device. Category 3: functionality cookies These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites. Category 4: targeting cookies or advertising cookies These cookies are used to deliver adverts more relevant to you and your interests They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organizations.

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

There are numerous resources on the web which will explain

how to configure your browser to disable cookies

Guidance on the rules on the use of cookies and similar technologies

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