HDCC (Hadlow Down Community Centre) committee members may need to collect information from you in order to tell you about our activities, events and services. If you provide goods or services to the project we will hold data about you in order to arrange receipt of goods and services and pay invoices. If you have volunteered to help us we will use your data to contact you.
Information we collect
- Contact information for individuals such as name, telephone number(s), e-mail address, and postal address
- information provided in meetings, information provided in surveys, or when booking tickets for an event
- information provided to us when you communicate with us for any reason
- financial details so we can make or receive payment from you for goods and services.
- Contact information in order for us to administer the Village Lottery
- Information provided to allow us to claim Gift Aid on your donation
Mailing Lists
When you sign up for our mailing list to receive newsletters or updates on events, we collect some personal information, like your name and email address, which we use to send you the newsletters and updates you’ve asked for, and to maintain an accurate list. We won’t disclose email list information to anyone other than Trustees on a need-to-know basis. You can stop receiving emails from our mailing list at any time by replying to the email with the word ‘unsubscribe’. Or you can contact us by e-mail or at the address below. We’ll then delete your information from that list.
Your consent
We need your consent in order to hold data about you. Any forms or documents that we need you to complete (manually or electronically) will ask for your consent and be clear about what the information will be used for if you choose to provide it.
Use of your information
The information that we collect and store relating to you is primarily used to enable us to provide you with updates on our project. In addition, we may use the information for the following purposes:
- To provide you with information requested from us, relating to the New Village Hall and Sports Pavilion. To provide information on other products or services which we feel may be of interest to you, where you have consented to receive such information e.g. events & fundraising and village events.
- To meet our contractual commitments to you.
Storing your personal data
We will take all reasonable steps to make sure that your data is treated securely and in agreement with this Privacy Policy.
All physical data will be held securely in a locked cabinet in a non-public location, accessible only by designated committee members. All computers with access to personal data will be password protected. All electronic data held on portable devices (for example laptops and USB drives) will be password protected.
The transmission of data via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk
Disposal of data
If we agree to your request to destroy your data, it will be confidentially destroyed in the case of physical data, and/or deleted in the case of electronic data. We will notify you in writing to confirm when and how it has been destroyed. We may not agree to disposal of certain data if we have a legitimate or legal need to retain it. Where there is a legal obligation to, we will keep a record of destruction of data.
Retention of your data
We will not hold your data longer than is necessary. There are legal requirements or recommendations which mean that we will keep documents for a minimum period of time. External organisations may also keep information we lawfully provide for periods of time determined by them. Some of these documents may contain personal data. These include, but are not limited to:
Access to information
You have a right to ask what information we hold on you, and to ensure that it is accurate and up to date, and to have it amended if it is not. We may regularly ask you if there have been any changes to your data so we can keep information up to date. If you want details of the information we hold on you, or would like to update information that we hold, please contact us by e-mail or at the address below.
Retention of your data
We will not hold your data longer than is necessary. There are legal requirements or recommendations which mean that we will keep documents for a minimum period of time. External organisations may also keep information we lawfully provide for periods of time determined by them. Some of these documents may contain personal data. These include, but are not limited to:
| Source | Retention Period | Example |
| Receipts and invoices | Kept for 6 years from the end of the current financial year | Suppliers invoice, invoices for hall bookings |
| Booking/hirer information (may include some personal information) | Kept for 1 year | Hiring agreements |
| Committee Meetings and AGM Minutes (may include some personal information) | Stored electronically for an indefinite period, for reference purposes. AGM and Management Committee minutes to be displayed on village notice board for up to 1 month following a meeting | Agendas, minutes from meetings, presentations |
| Trustee, contractor, volunteer information (may include personal information) | Necessary information to be retained for the duration of service | Trustee declaration |
| Trustee information (may contain trustees’ personal information) | May be kept by the Charity Commission | Annual Return, Charity Commission website |
| Financial donor records (may contain donor’s personal information) | Kept for 6 years from the end of the current financial year | Donor correspondence |
Personal Data
Your Personal data is any information about you which allows you to be identified from that data (for example your name, photographs, videos, email address, phone number or address). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act. We will take all reasonable steps to abide by the legislation. HDCC will not share your data with any third party without your consent.
Our website does not store any personal data.
This website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites so encourage you to read the privacy statements on the other websites you visit.
Use of Cookies
This site uses cookies only in order to give you the most relevant experience by remembering your preferences.
Cookies can identify users, remember preferences, and help users complete tasks without having to re-enter information when visiting multiple pages or returning to this site. This helps provide you with a more personalised experience.
For more information you can e-mail us at info@newvillagehall.co.uk
Or write to our Chairman, Bob Lake
Ailsa
Waghorns Lane
Hadlow Down
TN22 4JA