Privacy Policy
We respect your privacy and are committed to protecting the personal information you provide when contacting, booking or using Eton Wick Village Hall.
This Privacy Policy explains how Eton Wick Village Hall collects, uses and protects personal information when you use our website, contact us, make an enquiry or hire the hall.
We aim to collect only the information we genuinely need and to handle it fairly, securely and transparently.
Who is responsible for your information?
Eton Wick Village Hall is administered by Eton Wick Village Hall Management Committee. The hall is a registered charity, charity number 300261.
For the purposes of UK data protection law, Eton Wick Village Hall Management Committee is responsible for deciding how and why personal information relating to the hall is used.
You can contact us at:
Eton Wick Village Hall
1 Eton Wick Road
Eton Wick
Windsor
Berkshire SL4 6LT
Telephone:
07949 147846
Email:
bookings@etonwickvillagehall.com
What information may we collect?
The information we collect depends on how you interact with us.
This may include:
- your name;
- your postal address;
- your email address;
- your telephone number;
- information about the event or activity you wish to hold;
- booking dates and times;
- correspondence between you and the Village Hall;
- payment and transaction information;
- information needed to administer a regular group or organisation using the hall; and
- limited technical information generated when you use our website, such as your IP address, browser type or information collected through cookies.
Where somebody makes a booking or enquiry on behalf of an organisation or another person, we may also receive relevant contact information from them.
Why do we need your information?
We may use personal information to:
- respond to enquiries about the hall;
- administer and confirm bookings;
- communicate with hirers before, during and after a booking;
- issue invoices and manage payments;
- provide information needed to access and use the hall;
- administer regular clubs, classes and other users of the hall;
- maintain financial and accounting records;
- deal with complaints, accidents, damage, insurance matters or legal claims;
- maintain the security and operation of our website; and
- comply with legal and regulatory requirements.
Our legal reasons for using your information
UK data protection law requires us to have a lawful basis for processing personal information.
Contract
We may need to use your information in order to take steps at your request before a booking is made, or to administer a hire agreement once you have booked the hall.
Legitimate interests
We may process information where it is reasonably necessary for the administration and operation of the Village Hall, provided those interests do not override your rights and interests.
Legal obligation
We may need to keep or use certain information in order to comply with legal, financial, insurance, safeguarding or regulatory requirements.
Consent
Where we rely on your consent, for example for certain optional cookies or communications, you can withdraw that consent at any time.
Who may we share information with?
We do not sell your personal information.
We may need to share limited personal information with organisations that help us operate the hall or provide services to us.
These may include:
- website and hosting providers;
- booking and payment service providers;
- accountants or professional advisers;
- insurers;
- IT and technical service providers;
- public authorities where we are required to do so by law; and
- emergency services or other organisations where necessary to protect somebody's vital interests.
Service providers acting on our behalf should only use personal information for the purposes for which it has been provided.
How long do we keep your information?
We keep personal information only for as long as it is reasonably required for the purpose for which it was collected and to meet any legal, accounting or insurance requirements.
As a general guide:
- enquiries that do not result in a booking will normally be retained only while the enquiry is being dealt with and for a reasonable period afterwards;
- booking information may be retained after the event where it is needed for accounting, insurance or legal purposes;
- financial records may normally be retained for up to six years where required for accounting or legal purposes; and
- information connected with a complaint, accident or legal claim may be retained for longer where necessary.
When information is no longer required, we will delete it or dispose of it securely where reasonably possible.
Cookies and our website
Cookies are small files placed on your device when you visit a website. Some cookies are necessary for a website to work properly, while others may be used for purposes such as measuring website use or remembering preferences.
Our website may use cookies that are necessary for its operation. Where we use non-essential cookies, such as optional analytics or third-party content cookies, we will seek consent where required.
You can also control or delete cookies through your web browser settings.
Non-essential cookies should not be placed on your device before you have been given the opportunity to consent to them.
Your data protection rights
Depending on the circumstances, UK data protection law gives you a number of rights in relation to your personal information.
You can ask for a copy of the personal information we hold about you.
You can ask us to correct inaccurate or incomplete information.
In certain circumstances you can ask us to delete your personal information.
In certain circumstances you can ask us to restrict how your information is used.
You may have the right to object to certain uses of your personal information.
In some circumstances you may be able to ask us to transfer information you supplied to us.
Where processing is based on consent, you can withdraw that consent at any time.
To exercise any of these rights, please contact us at bookings@etonwickvillagehall.com .
Keeping your information secure
We take reasonable steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information should be limited to trustees, committee members, volunteers or service providers who need it for legitimate Village Hall purposes.
While we take reasonable precautions, no method of transmitting information over the internet can be guaranteed to be completely secure.
Links to other websites
Our website may contain links to other websites, services or organisations.
We are not responsible for the privacy practices of those external websites. We recommend reading their own privacy information before providing personal data to them.
Keeping this policy up to date
We may update this Privacy Policy from time to time to reflect changes in the way we operate, the services we use or applicable data protection law.
The date at the top of this page shows when the policy was last updated.
If you have a concern
If you have a question about this Privacy Policy or about the way we have used your personal information, please contact us first so that we have an opportunity to address your concern.
Email: bookings@etonwickvillagehall.com
You also have the right to raise a concern with the Information Commissioner's Office, the UK's independent data protection regulator.