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.

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.
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

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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.


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