Terms and Conditions/Data Privacy Policy

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Registered Charity No 1071688

Data privacy policy   

ISSUE DATE OCTOBER 10 2018

In the course of operating the Sutton Hall certain personal data will be collected for the purposes of managing bookings , processing invoices/payments , distributing the village magazine and marketing events .

What data is collected?

The data collected comprises some or all of the following:

Name

Address

Telephone numbers

E mail addresses

Bank account number and sort code

Purpose for which the hall is being used

What is it used for?

Confirming bookings

Confirming contracts

Contacting users

Making payments

Electronic mailing list for the Grapevine magazine ( names only added  after a positive opt in )

Electronic  mailing list for events (with an opt out option available  )

With whom is the data shared?

The data is not shared outside of the hall caretaker and certain members of the management committee. No data is sold or passed to third parties other than the Police as necessary

Where is it stored?

Data is stored on the hall e mail account, the treasurer’s e mail account and two management committee members’ e mail accounts ( one for marketing, one distribution list for the Grapevine magazine ) plus the Quickbooks accounting system used by the hall Treasurer.

Paper copies of the booking forms are kept by the Treasurer

Bank account details are loaded on the Lloyds Bank business banking internet banking system for the purposes of making payments

How long is it kept?

The treasurer deletes e mails once the invoice is raised

The marketing and grapevine distribution lists are kept indefinitly

Details are held on Quickbooks and Lloyds Bank indefinitely

Paper copies of booking records are disposed of within 3 months after financial year end once the annual accounting audit is completed

How is it disposed of?

Paper copies by secure shredding

Electronic records by deletion

How we  deal with requests from individuals about their data 

Individuals may request details about their data at any time by e mailing suttonhalltreasurer@hotmail.co.uk  . A response will be provided within 3 working days  other than during holiday periods

M C Nevitt

Treasurer / Data Protection officer