Privacy Policy

 

Village Hall GDPR & CCTV Policy

  1. Introduction

Horton and Chalbury Village Hall (“we”, “our”, “us”) is committed to protecting the privacy and security of personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy outlines how we collect, use, store, and protect personal data, including CCTV usage for security purposes.

  1. Data We Collect

We collect and process the following personal data:

  • Hall Users & Hirers: Name, contact details, booking information.
  • Committee Members & Volunteers: Contact details, role details.
  • CCTV Footage: For security and crime prevention purposes.
  • Financial Data: Payment details for bookings and donations (where applicable).
  1. Purpose & Legal Basis for Processing

We process personal data for the following lawful purposes:

  • Hall Bookings & Management: To administer hiring agreements (Contractual Obligation).
  • Security & Safety (CCTV Monitoring): To protect the premises, staff, and visitors (Legitimate Interest).
  • Legal Compliance: For insurance, tax, and regulatory requirements (Legal Obligation).
  • Marketing & Communications: With consent, to share village hall news and events (Consent).
  1. CCTV Usage

We operate a CCTV system at the Village Hall for the security and safety of visitors, volunteers, and property.

  • Location: CCTV cameras cover entrances, exits, and communal areas.
  • Access Control: Only authorised personnel (e.g., Village Hall Committee) have access to footage.
  • Retention Period: Footage is stored securely for 30 days unless required for legal investigations.
  • Sharing Data: CCTV footage may be shared with law enforcement agencies when legally required.
  • Signage: Clear signs are displayed in monitored areas informing individuals of CCTV usage.
  1. Data Sharing

We may share personal data with:

  • Local authorities for compliance and reporting.
  • Law enforcement in case of security incidents.
  • IT and service providers for data storage and management.

We do not sell or share personal data for marketing purposes.

  1. Data Retention

We retain personal data only for as long as necessary:

  • Booking records: 6 years after the event.
  • Committee member records: 6 years after leaving the role.
  • CCTV footage: 30 days unless required for legal proceedings.
  1. Data Security

We implement technical and organisational measures to protect data, including:

  • Secure storage for digital and paper records.
  • Password protection and restricted access for digital data.
  • CCTV data encryption and access control.
  1. Individual Rights

Individuals have the right to:

  • Access their data.
  • Request correction of incorrect data.
  • Request deletion (where applicable).
  • Object to processing (for marketing purposes).
  • Withdraw consent (if applicable).
  • Lodge a complaint with the ICO (Information Commissioner’s Office).
  1. Contact Information

For any GDPR-related queries, please contact:
Email: administrator@hortonandchalburyvillagehall.com               
Phone: 0779945684
Address: Horton and Chalbury Village Hall, Horton, Wimborne, BH21 7JA.

This policy will be reviewed annually or as required by legal or operational changes.

Last Updated: 31 March 2025