As a user of Cranfield Village Hall your data is of the utmost importance to us, as such this policy has been created to advise on how the Village Hall use the data that you provide as well as defining the type of data that is captured and how long that data will be retained.
The trustees of Cranfield Village Hall take their responsibility to care for personal data under the General Data Protection Regulation (GDPR) very seriously.
As such, we will never hold personal data unnecessarily nor will we sell or pass personal information on to third parties.
The types of information we require to fulfil our obligations as a provider of village hall hire are all collected on one document – the Cranfield Village Hall Booking Form.
Our lawful basis for collecting this information is contract, we need the information in order to fulfil the request to hire the hall.
We collect this information from the hirer as a result of the hirer completing our hire agreement.
What information is collected
Names, addresses, email addresses, telephone numbers and bank details.
How we use this information
Names, addresses, email addresses and telephone numbers:
So we can communicate with the hirer to ensure the booking process and the reason for hire (regular hire, party, celebration, meeting, etc.) goes smoothly.
No additional copies of any contact details are made.
Information obtained so we can facilitate return of any deposit provided. Make payments to third party contractors for services provided.
No additional copies of any bank details are made.
How long will we keep this information
We keep this personal information (the Cranfield Village Hall Booking Form) securely for eight weeks after all essentials of the hire are concluded and the deposit (where provided) is either returned or forfeit.
When a completed Cranfield Village Hall Booking Form is emailed to email@example.com the form is printed and the email deleted.
Third party contractor information is held securely for the length of such contracts, so we can facilitate payment on completion of services and to communicate to arrange dates / times for services.
What we do when we no longer require personal information
The Cranfield Village Hall Booking Form, the only record holding personal data, is securely destroyed. Information held for third party service providers is destroyed when services are no longer required.