Privacy Policy for Market Deeping Coronation Hall

Privacy Notice for Hirers and Customers

The Market Deeping Coronation Hall, registered charity 233433, is the data controller responsible for the personal information described in this notice.

This notice summarises how we use information relating to enquiries and bookings. Further details are available in CH-GOV-001 Privacy and Data Protection Policy.

Information We Collect

We may collect:

• your name;
• postal address;
• email address and telephone number;
• booking and event details;
• payment and invoice information;
• correspondence relating to your booking; and
• limited technical information generated when you use our website, including necessary session-cookie information.

Please provide only the information required to administer your enquiry or booking. We may be unable to consider or administer a booking if the necessary information is not provided.

Why We Use Information and Our Lawful Bases

We use personal information to:

• consider and administer booking requests;
• communicate with you about bookings and use of the Hall;
• issue invoices and process payments and refunds;
• arrange access to and securing of the Hall;
• maintain appropriate financial, safety and incident records;
• manage complaints, disputes and insurance matters; and
• comply with legal and regulatory obligations.

We normally process this information because:

• it is necessary to take steps at your request or manage the hiring agreement;
• we must comply with a legal obligation; or
• it is necessary for our legitimate interests in operating, protecting and administering the Hall, provided those interests do not override your rights.

We do not use booking information for unrelated marketing.

Online Bookings and Cookies

Our booking website uses necessary session cookies to operate correctly and maintain your booking session.

Any separate use of non-essential cookies must be explained in the website’s Cookie Notice and managed in accordance with your cookie choices.

Who We Share Information With

We share personal information only where necessary and lawful. This may include sharing it with:

• people authorised to administer the Hall;
• providers of our booking, website, email, accounting or payment services;
• insurers and professional advisers;
• emergency services, regulators or public authorities; or
• another organisation where disclosure is required by law.

Service providers may use the information only to provide services to us and must protect it appropriately.

International Transfers

If a service provider processes information outside the UK, we will ensure that any transfer is made using the safeguards required by data protection law.

How Long We Keep Information

We keep personal information only for as long as necessary to administer the booking and meet relevant financial, legal, insurance, safeguarding and reporting requirements.

Different records may be kept for different periods in accordance with our retention arrangements. Information that is no longer required will be securely deleted or destroyed.

Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• receive a copy of your personal information;
• have inaccurate or incomplete information corrected;
• request deletion or restriction of your information;
• object to certain uses of your information;
• receive information you provided in a portable format; and
• withdraw consent where processing is based on consent.

These rights are not absolute. Information may need to be retained for contractual, legal, financial, insurance or other legitimate reasons.

You may object to processing based on our legitimate interests. We will consider your circumstances and explain our decision.

Automated Decision-Making

We do not make decisions about bookings using solely automated decision-making.

How to Contact Us or Complain

To ask a question, exercise a data protection right or raise a concern, contact:

The Market Deeping Coronation Hall
16 Halfleet
Market Deeping
Peterborough
PE6 8DB
Email: [email protected]

If you remain dissatisfied, you may complain to the Information Commissioner’s Office at www.ico.org.uk.