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Our Cookie Policy and Your Privacy

Cookies

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Privacy

Any information that you submit using our enquiry or booking forms will be used solely by the Management Committee or their representatives for the purpose of dealing with your enquiry or booking. See below for our full policy.

Data Protection Policy

Beech Hill Memorial Hall Trust Data Protection Policy and Procedures

Creation date: February 2022
Review date: February 2025

Introduction

We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Personal Data (PD) in order
to carry on our work of managing Beech Hill Memorial Hall (BHMH). This personal information must be collected and handled securely. The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs. The charity will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy.

Purpose

The purpose of this policy is to document the BHMH procedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with.

Definitions

The following are definitions of the terms used:

BHMH - Beech Hill Memorial Hall

Data Controllers - the trustees who collectively decide what personal information BHMH will hold and how it will be held or used.

Act means the Data Protection Act 1998 and General Data Protection Regulations - the legislation that requires responsible behaviour by those using personal information

Data Subject – the individual whose personal information is being held or processed by BHMH, for example a donor or hirer.

‘Explicit’ consent – is a freely given, specific agreement by a Data Subject to the processing of personal information about her/him.

Processing – means collecting, amending, handling, storing or disclosing personal information.

Personal Information – information about living individuals that enables them to be identified – e.g. names, addresses, telephone numbers and email addresses.

It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers.
The Data Protection Act - This contains 8 principles for processing personal data with which we must comply.

BHMH is not required to appoint a Data Protection Officer

Applying the Data Protection Act within the charity

We will let people know why we are collecting their data via the standard hiring terms and conditions and by other means. We collect data for the lawful purpose of managing BHMH, its hiring, marketing, publicity for events, fundraising and finances. It is our responsibility to ensure PD is only used for this purpose unless specific consent is given or the PD is already in the public domain. Access to personal information will be restricted. Data that is no longer required for the lawful purpose of managing BHMH will be destroyed after 3 years.

Correcting data

Individuals have a right to make a Subject Access Request (SAR) to find out whether the charity holds their personal data, where, what it is used for and to have data corrected if it is wrong and/or to prevent use which is causing them damage or distress. Any SAR will be dealt with within 30 days.

Responsibilities

BHMH is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines for what purposes personal information held will be used.

The trustees will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management and strict
application of criteria and controls:

  1. Collect and use information fairly.
  2. Specify the purposes for which information is used.
  3. Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements.
  4. Delete data that is no longer required

This policy will be reviewed every 3 years.

A PDF version can be downloaded at Beech Hill Memorial Hall Trust Data Protection Policy and Procedures

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© 2022 Beech Hill Memorial Hall, Wood Lane, Beech Hill, Reading, RG7 2BE. Registered charity number 300116.
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