Privacy Policy

Last updated: 04/08/25

This Privacy Policy explains how Ryton-on-Dunsmore Village Hall (“we”, “our”, “us”) collects, uses, and protects the personal data you provide when using our website: www.rytonondunsmorevillagehall.co.uk and when booking or enquiring about our facilities.

We are committed to protecting your privacy and ensuring your data is handled securely and in accordance with UK GDPR.

1. What Information We Collect

When you contact us, complete forms, or make a booking, we may collect the following personal data:

  • Full name and title

  • Email address

  • Phone number and/or mobile number

  • Company or organisation name (if applicable)

  • Address

  • Event title and description

  • Event date(s), time(s), and number of attendees

  • Hire fee, deposit amount, and payment method

  • Bank account details (for refund of deposit purposes only, we do not collect payments of any kind on this website.)

  • Feedback about your experience

  • Information on how you heard about us, how you booked, and whether you’d use or recommend us again

Note: We do not collect or process payments directly through our website.

2. Why We Collect Your Data

We collect and process this information for the following purposes:

  • To manage and administer hall bookings and events

  • To contact you regarding your booking or enquiry

  • To process deposit refunds

  • To maintain a record of hire and comply with licensing or insurance obligations

  • To gather feedback and improve our services

  • To monitor website usage and understand how people find us

3. Lawful Basis for Processing

We process your data under one or more of the following lawful bases:

  • Contract – To fulfil our agreement with you when you book the hall

  • Consent – When you voluntarily provide feedback or opt into communication

  • Legal obligation – To comply with applicable laws and regulations

  • Legitimate interests – For managing hall operations, improving services, and understanding community use

4. How We Store and Protect Your Data

We take appropriate technical and organisational measures to protect your data. This includes secure digital storage, access restrictions, and secure handling of any physical forms or notes.

  • Your information is only accessed by authorised members of the village hall committee.

  • We do not share your data with third parties for marketing purposes.

  • Bank details are stored securely and used solely to refund deposits.

5. Data Retention

We retain your personal data only as long as necessary for the purposes described above:

  • Booking records and payment-related data: up to 7 years (for legal/accounting purposes)

  • Feedback: up to 2 years

  • Contact details: until the conclusion of your hire or as long as necessary for communication

You can request deletion of your data at any time, subject to legal and operational requirements.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion of your data (where applicable)

  • Object to or restrict how we process your data

  • Withdraw consent (if previously given)

To exercise any of these rights, please contact us using the details below.

7. Cookies and Website Analytics

Our website may use cookies or analytics tools to monitor site usage, improve the user experience, and understand how visitors find us. You can manage your cookie preferences through your browser settings.

8. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Ryton-on-Dunsmore Village Hall Committee
📧 rodvillagehall@gmail.com

9. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website, with the date of the last update clearly shown.