Failand Village Hall – GDPR & Data Protection Summary
We take your privacy seriously. This summary explains how the Failand Village Hall (FVH) looks after personal information and your rights under UK GDPR.
How we use your information
We only collect the information we need to run the Hall safely and effectively. This may include:
- Contact details for bookings
- Hire agreements and payment information
- Emails and correspondence
- Volunteer and trustee details
- Accident or incident reports
- CCTV footage for security
We never sell your data, and we only share it when legally required (for example, with insurers or HMRC).
Why we collect data
We use personal data to:
- Manage bookings and enquiries
- Keep financial and legal records
- Ensure safety and security
- Communicate with hirers and volunteers
- Meet our legal obligations
We always process data lawfully and fairly.
How we keep data safe
We protect your information by:
- Storing paper records securely
- Password protecting digital files
- Restricting access to authorised committee members
- Disposing of data safely when no longer needed
CCTV is used only for security, kept for a short period, and clearly signposted.
How long we keep data
We keep information only for as long as necessary. Examples include:
- Booking and financial records: up to 6 years
- Accident reports: 3 years or until a child involved turns 21
- CCTV: usually 24–72 hours
A full retention schedule is available here.
Your rights
You have the right to:
- See the data we hold about you
- Ask us to correct or delete it
- Withdraw consent (where consent is used)
- Object to certain types of processing
- Make a complaint to the Information Commissioner's Office (ICO)
Requests can be made to the FVH Management Committee or FVH Data Protection Officer.
If something goes wrong
If a data breach occurs, we will:
- Act quickly to assess the risk
- Report serious breaches to the Information Commissioner's Office (ICO) within 72 hours
- Inform affected individuals where required
FVH GDPR & Data Protection Policy