Privacy Policy

1. Who We Are

Dingestow Village Hall (officially registered with the Charity Commission for England and Wales as Dingestow Parish Hall, Registered Charity Number 524337) is a community facility located at Dingestow, Monmouth, Monmouthshire, NP25 4BE.

The Hall is managed by a voluntary Management Committee of charity trustees, which acts as the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

When you submit a booking request, make an enquiry, or hire Dingestow Village Hall, we may collect and process the following personal information:

• Identity & Contact Data: Your full name, postal address, telephone number, and email address.
• Booking & Event Details: Preferred dates, session times, rooms hired, approximate attendance numbers, and description of your event or community group.
• Financial & Accounting Records: Records of hire fee payments, invoices, receipts, and refundable security deposit returns.
• Regulatory & Safety Records: Temporary Event Notices (TENs) where applicable, safeguarding declarations for youth/community clubs, and any accident book entries.

3. How and Why We Use Your Information (Lawful Basis)

We only process your personal data where we have a clear lawful basis under Article 6 of the UK GDPR:

• Performance of a Contract (Article 6(1)(b)): To check availability, administer your Hire Agreement, arrange key access, and manage invoicing and security deposits.
• Legal Obligation (Article 6(1)(c)): To maintain accurate charity financial accounts for the Charity Commission and HMRC, and to comply with health, safety, and licensing laws.
• Legitimate Interests (Article 6(1)(f)): To coordinate the hall’s public availability calendar, respond to general community enquiries, and safeguard the fabric of our community building.
• Consent (Article 6(1)(a)): Where a regular club or class leader explicitly asks us to publish their contact name or email on our website or village noticeboard so residents can join their sessions. You may withdraw this consent at any time.

4. What Appears on the Public Availability Calendar

To protect the privacy of private hirers, our website calendar only displays generic descriptions for private bookings (for example, "Children’s Birthday Party" or "Private Booking") alongside the time slot and room. We never publish private hirers’ names, phone numbers, or email addresses on the public calendar unless you are running a public community class and have asked us to promote it.

5. Data Sharing & Third Parties

Dingestow Village Hall never sells, rents, or trades your personal data for marketing purposes. Access to your booking details is restricted to the Booking Secretary and authorised members of the Dingestow Parish Hall Management Committee.

We will only share information outside the Committee if required by law (for example, with Monmouthshire County Council licensing officers, emergency services, or our charity independent examiner/insurers).

6. How Long We Keep Your Data (Retention)

• General Unsuccessful Enquiries: Deleted within 12 months of your enquiry.
• Confirmed Hire Agreements & Financial Records: Retained for 6 years from the end of the financial year in which the hire took place, in accordance with Charity Commission and HMRC statutory record-keeping rules.
• Accident Book Records: Retained for 3 years (or until a young person reaches age 21 if an incident involved a minor) for public liability insurance purposes.

7. Cookies & Browser Local Storage

This website does not use third-party advertising trackers or invasive analytics cookies. When you test or submit a provisional booking on our Booking & Calendar page, your browser’s standard localStorage is used solely on your own device to preview your provisional slot on the calendar.

8. Your Data Protection Rights

Under the UK GDPR, you have the right to:

• Request a copy of the personal data we hold about you (Subject Access Request).
• Ask us to correct inaccurate or incomplete contact details.
• Request erasure of your personal data where we are no longer legally required to retain it.
• Object to or restrict certain processing of your data.

To exercise any of these rights, please email the Booking Secretary at [email protected] or use the form on our Contact page.

If you are unhappy with how we have handled your personal data, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.