1. Introduction
This Privacy Statement explains how Newton In The Isle Village Hall (“we”, “us”, “our”) collects and uses personal information when you contact us, hire the hall, attend events, or use our website.
We are committed to protecting your privacy and handling personal data responsibly, in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR).
2. Who We Are
Newton In The Isle Village Hall is a community-run village hall, managed by a volunteer committee.
For data protection purposes, Newton In The Isle Village Hall is the data controller.
Responsibility for data protection sits with the Hall Secretary / Data Protection Lead, who can be contacted using the details at the end of this statement.
3. What Personal Data We Collect
We only collect personal information that is necessary to run the hall and its activities. This may include:

• Name

• Email address

• Telephone number

• Postal address (where needed)

• Booking and hire information

• Event registration details

• Financial information for payments and invoices

We aim to keep personal data to a minimum. If you choose not to provide required information, we may be unable to process bookings or respond to enquiries.
4. How We Use Personal Data
We use personal data to:

• Respond to enquiries

• Manage hall bookings and event hire

• Communicate about events or changes to bookings

• Maintain financial and legal records

• Meet our legal and accounting obligations

We do not use personal data for marketing unless you have specifically asked to receive updates.
5. Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:

• Legitimate interests – to manage the day-to-day running of the village hall and communicate with users

• Contract – where data is needed to manage a booking or hire agreement

• Legal obligation – for financial records and compliance with HMRC requirements

• Consent – where you have chosen to receive updates or information

You may withdraw consent at any time by contacting us.
6. Sharing Personal Data
We only share personal data where necessary, and this may include:

• Our appointed accountant for financial record-keeping

• HM Revenue & Customs (HMRC) where legally required

• IT or website support providers (if applicable), under appropriate agreements

We do not sell personal data or share it for commercial purposes.
7. Data Security and Confidentiality
Personal data is handled by committee members on a need-to-know basis.
We take reasonable steps to keep personal information secure, including password-protected systems and secure storage of paper records where used.
8. How Long We Keep Personal Data
We keep personal data only for as long as necessary:

• General enquiries – up to 12 months after last contact

• Booking and hire records – up to 7 years for financial and legal purposes

• Financial records – 6 years after the end of the relevant financial year

• Mailing lists – until you ask to be removed

At the end of these periods, personal data is securely deleted or destroyed.
9. Website and Cookies
If our website uses cookies, these are limited to what is necessary for the website to function properly. Where optional cookies are used, you will be asked for your consent.
10. Your Rights
You have rights under UK data protection law, including the right to:

• Be informed about how your personal data is used

• Access the personal data we hold about you

• Ask for incorrect data to be corrected

• Request deletion of your data where appropriate

• Object to certain types of processing

More information about your rights is available from the Information Commissioner’s Office (ICO):
IcoHome
11. Contact Us
If you have questions about this Privacy Statement or how we handle personal data, or if you wish to exercise your rights, please contact:
Village Hall: Newton In The Isle Village Hall
Contact: Hall Secretary / Data Protection Lead
Email: nurseyjill@gmail.com
You also have the right to raise concerns with the ICO, although we welcome the opportunity to address any issues directly.