The Sutton Hall
Registered Charity No 1071688
Data privacy policy
ISSUE DATE SEPTEMBER 2022
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
Raising invoices
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 indefinitely
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
Individuals have the write to be forgotten and can request this by emailing suttonhalltreasurer@hotmail.co.uk
M C Nevitt
Treasurer / Data Protection officer