Privacy Policy

Tibenham Community Hall is a Charitable Incorporated Organisation (CIO), Registered Charity Number 1064012, run by a group of Trustees and a Management Committee (“the Committee”).

We are located at: Pristow Green Lane, Tibenham, Norwich NR16 1PX

Our website address is: https://hall.tibenham.org.uk/

This Privacy Policy sets out how and why we collect, store, process and share your personal data. We will always be transparent with you about what we do with your personal data, in accordance with GDPR Legislation.

This Policy also tells you what your rights are in relation to the personal data you give to us. If you have any questions about this Privacy Policy or your rights under it, please contact us by post at the above address or by email: hall.info@tibenham.org.uk.

What Personal Data we Collect and Why we Collect it

Tibenham Community Hall uses personal data (name, address, telephone contact number, email address) for the purposes of managing the Hall, its bookings and finances, running and marketing events at the hall and its fundraising activities.

We won’t use your information for any other purposes unless we are required to do so by law.

Privacy on our Booking System

Bookings for the Hall are recorded electronically by our Bookings Secretary via use of an Excel spreadsheet. This information is saved only for this purpose and is not shared with anyone else.

Privacy on our Website

Forms: Any data entered onto forms on the website is temporarily stored before being passed on to the management committee.

Cookies: No tracking cookies are set for website users, any cookies used by the website are purely to allow the website to function properly and do not contain personally identifiable data.

Media: If you provide images for use on the website, you should avoid providing images with embedded metadata (eg EXIF GPS, or IPTC caption or keywords) which might provide personal information. Visitors to the website can download and extract any such data from images on the website.

Embedded content from other websites: Articles on this site may include embedded content (eg videos, images, articles, etc). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Who we Share your Data with

We may share your personal information with:

• our IT service and infrastructure providers that we use as part of our IT storage solutions
• any other third-party entities who perform functions on our behalf and who also provide services to us
• any other third parties as required by law or for the purposes of crime (including fraud), to prevent or investigate breaches of, or to enforce, our Terms, to respond to or investigate security vulnerabilities, or to respond to emergencies, and to protect the rights of third parties

Any third parties with whom we share your personal information have entered into a legally binding data-sharing agreement with us and comply with similar and no less stringent undertakings of privacy and confidentiality to those set out in this Privacy Policy.

How Long we Retain your Data

Data collected for the purposes of managing the Hall, its bookings and finances, running and marketing events at the Hall and its fundraising activities, may be retained for up to 7 years for accounts purposes and for longer where required by the Hall’s insurers. If you would like to find out more about how we use your personal data or want to see a copy of the information about you that we hold, please contact hall.info@tibenham.org.uk.

For users who sign up for the Tibenham Community Hall occasional mailing list, we will retain your information for this purpose for as long as you subscribe and thereafter for a period of 2 years. You can unsubscribe at any time by sending an email to hall.info@tibenham.org.uk and asking to be removed from the mailing list.

What Rights you have over your Data

The right to be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights.

The right of access: You have the right to obtain access to your information (if we are processing it), and other certain other information (similar to that provided in this Privacy Policy). This is so you are aware and can check that we are using your information in accordance with Data Protection Legislation.

The right to rectification: You are entitled to have your information corrected if it is inaccurate or incomplete.

The right to erasure: This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

The right to restrict processing: You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

The right to object: You have the right to object to certain types of processing, including processing for direct marketing.

We will usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing information for:

• baseless or excessive/repeated requests
• further copies of the same information

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within one month from the time we receive your request, but if the request would take longer than that to deal with, we will let you know.

Making a Complaint

If you are unhappy with how we’ve handled your information, or you would like to exercise your rights, contact us at hall.info@tibenham.org.uk.

If you’re not satisfied with our response to your complaint or believe our processing of your information does not comply with Data Protection Legislation, you can make a complaint to the UK Data Protection Authority, the Information Commissioner’s Office (ICO).

How will you know if we amend this Privacy Policy?

We may need to make changes to this Privacy Policy from time to time. If we make any material change to how we collect, use or share your personal information, we will update this Privacy Policy and inform you of these changes by posting prominent notices of the key changes on our website.

This policy was last published on 14 May 2022.