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.

Simply stated, we can only store and process your data with your consent, which to be valid, requires that you understand what information we store and why we store it, 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. 
Essential information you need to be familiar 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 John Wallis, and the data processor, the booking secretary, currently Ian Granville, to whom any concerns should be addressed.
Lawful Basis for Data Processing
We consider the lawful basis for data collection is legitimate interest. We store and process personal data 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 written consent of the individual which will be kept of file. Key user group contacts will need to have signed a consent form for information to be included in the website, and signed consent will now form part of the booking form.
What Data is Collected
With consent from the individual, The Hutton Rudby Village Hall publishes contact information for key members of regular user groups on its website as a service to users and potential new members. This will be either 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 Home addresses will not be published on the website.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 stored on the booking computer 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 requires contact details provided by the individual hiring the hall and this information will appear on the invoice. Currently we are using a commercial software package installed on a laptop running the windows operating system, access being password protected. Access to the laptop is retricted to the booking secretary and deputised members of the management team. The software maintains a booking diary and generates and stores invoices using information provided on the booking form submitted by the individual hiring the hall. Copies of the invoices are retained by the treasurer for financial auditing purposes. 
Data Sharing
No data is shared with third parties. There is no automatic data sharing.
Data Breaches
We recognise 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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CCTV SURVEILLANCE

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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

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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.

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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.

A list of all the cookies used on this website by category is set out below. Access to this website will only result in exposure to category 1 and category 2 cookies unless external sites are accessed.

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