Data Protection Policy
Introduction
July 2021
[RH1]
Introduction
- This policy summarises the way the Rogate Village Hall & Recreation Ground Charity (‘the Charity’) uses and protects personal information about users, contractors, tenants, and other individuals who come into contact with the Charity, as well as our own staff, Trustees and committee members, and other volunteers. In particular, the policy is intended to ensure that personal information is dealt with properly and securely and in accordance with the General Data Protection Regulation (GDPR) and other related legislation.
- ‘Personal data’ is information that identifies an individual and is subject to legal protection. Some types of personal data, for example relating to race or ethnic origin or to physical and mental health, are known as ‘personal sensitive data’ and subject to additional safeguards.
- The Charity collects personal data it needs for its legitimate interests in operating and hiring out the hall and recreation ground and in fulfilling its duties as an employer. This data is principally used for the organisation of bookings and events, the purchase of goods and services, the management of our employees, and carrying out our legal responsibilities, including for health and safety. We do not allow personal data to be used for external marketing.
- The data we routinely collect includes the names, contact information (addresses, email, telephone numbers) and bank details of users, contractors and employees. The Charity does not generally seek or hold personal sensitive data about any individual. Where it does acquire or hold, such personal sensitive data, for example to comply with health and safety or employment law requirements, the data will be given extra protection.
- The Charity recognises its duty to protect all personal data in accordance with Article 5 of the GDPR. In particular, we will:
- take appropriate security measures to safeguard personal information whether in paper files or on our computers;
- regularly review records to ensure that information is not held longer than necessary;
- only share personal information within the Charity and with others when it is necessary and legally appropriate to do so.
- By law, individuals have the right to know what we are doing with their personal data. This includes specific rights to:
- Request a copy of the personal data we hold and to check that we are lawfully processing it (a “subject access request”);
- Request correction of any incomplete or inaccurate information;
- Request erasure of data if there is no good reason for us to continue to hold it.
- These rights are not absolute, and we may be entitled to refuse requests where exceptions apply. For more detailed information about individual rights and applicable data protection laws, please see the Information Commissioner’s Office website: http://www.ico.org.uk/
- If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, please contact the Chair of the Village Hall Management Committee. If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner.
July 2021
[RH1]