The Stalisfield Village Hall Trust (SVHT) – Data Protection & Privacy Policy
Definitions
Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and includes images and audio recordings as well as written information.
Data protection is about how SVHT, as an organisation, ensure that the rights and privacy of individuals is protected and comply with the law, when collecting, storing, using, amending, sharing, destroying or deleting personal data.
Responsibility
Overall and final responsibility for data protection lies with the Stalisfield Village Hall Trustees, who are responsible for overseeing activities and ensuring this policy is upheld.
All volunteers are responsible for observing this policy and related procedures, in all areas of their work for the group.
Overall policy statement
Stalisfield Village Hall Trust needs to keep personal data about its committee, members, volunteers and supporters in order to carry out group activities.
We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need.
We will only collect, store and use data for:
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purposes for which the individual has given explicit consent, or
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purposes that are in our group’s legitimate interests, or
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contracts with the individual whose data it is, or
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to comply with legal obligations, or
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to protect someone’s life, or
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to perform public tasks.
We will provide individuals with details of the data we have about them when requested by the relevant individual.
We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
We will endeavour to keep personal data up-to-date and accurate.
We will store personal data securely.
We will keep clear records of the purposes of collecting and holding specific data, to ensure it is only used for these purposes.
We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.
We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours of the breach being discovered and to the individual concerned.
If you believe that Stalisfield Village Hall Trust has not complied with GDPR legislation or the commitments undertaken in this Data Protection and Privacy policy, please put you complaint in writing to stalisfieldvillagehalltrustees@gmail.com. As required by the Information Commissioner’s Office, we will endeavour to respond to your complaint within one calendar month, although complex requests may take up to 3 months to respond to.
Last reviewed – August 2026
Review required – August 2028