Under the new General Data Protection Regulation published on the 25 May data gathered for use by any organisation must be for legitimate use only. To this end the Village Hall Committee have put together a code of conduct to which all Trustees, Sub-Contractors and Volunteers must adhere when taking peoples personal data.
Capel Village Hall GDPR Code of Conduct
Who is collecting the data.
Data is collected by the Letting Secretary, Treasurer, Chairman and Vice Chairman and Trustees/volunteers who organise events to raise funds for Capel le Ferne Village Hall.
What data is being collected?
Data collected will include names, addresses, emails and telephone numbers and, where appropriate specific requirements due to the health/mobility of hall users. The information collected will be supplied by the individual to whom it relates.
What is the legal basis for processing the data?
In most instances the data will be held for legitimate purposes (such as the 100+ club) or contractual reasons, such as hiring the hall.
Will the data be shared with any third parties?
Normally data would never be shared with third parties. The one exception is the need to report Trustee information to the Charity Commission. We await guidance from them on how they will comply with General Data Protection Regulations
How will the information be used?
Data will be used for raising invoices, confirming bookings of the hall and/or stalls at fundholding events. It may be retained in order to invite individuals to future events of a similar nature. Individuals may ask that the information is destroyed.
How long will the data be stored for?
The length of time the data will be retained will comply with legislation on record keeping. Where no legislation is applicable the data will be destroyed within 12 months of the last contact with Capel le Ferne Village Hall.
What rights does the data subject have?
Right to correction;, Right to Restrict Processing; The right to be forgotten; Right to Know what information is held; Right to Complain
How can the data subject raise a complaint?
By contacting the Capel le Ferne Village Hall Secretary at Capel le Ferne Village Hall, Lancaster Ave, Capel-le-Ferne CT18 7JJ