Privacy & Data Collection Policy

Whitmore and District Village Hall Foundation. 

Charity Number: 1023021

1. Introduction

This Privacy Policy explains how Whitmore and District Village Hall Foundation (“we”, “us”, “our”) collects, uses, and protects your personal data in accordance with UK data protection laws.

We are committed to safeguarding your privacy and ensuring that any personal information you share with us is handled securely and responsibly.

Please note: Our website may include links to external sites. We are not responsible for the content or privacy practices of these websites.

2. Who We Are

Charity Name: Whitmore and District Village Hall Foundation
Charity Number: 1023021
Location: Staffordshire, United Kingdom

Charitable Purposes:

• Religious activities
• Arts, culture, heritage, and science
• Amateur sport
• Economic/community development
• Other charitable purposes

Beneficiaries:

• Children and young people
• Elderly people
• Other charities or voluntary bodies
• The general public

How We Operate:

Providing buildings, facilities, and open space

3. What Personal Data We Collect

When you submit a booking enquiry or communicate with us, we may collect the following information:

• Full name
• Address
• Email address
• Contact phone number
• Bank account details (for payment purposes)
• Details about your event (e.g., nature of the event, type of hire, dates)

4. Why We Collect This Data

We collect your data for the following reasons:

• To manage venue bookings and enquiries
• To process payments or issue refunds
• To communicate with you about your booking
• To keep accurate financial records
• To comply with our legal and charitable obligations

5. Lawful Basis for Processing

Under UK GDPR, our lawful bases for collecting and using your data are:

Contractual necessity: to process booking enquiries and payments

Legal obligation: to maintain accurate financial and charity records

Legitimate interest: to manage hall usage and improve services

6. How We Store and Protect Your Data

Your personal data is stored securely and only accessible by authorised personnel. We take appropriate technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or destruction. We will retain your information only as long as necessary for legal, financial, or operational purposes.

7. Sharing Your Data

We do not sell or trade your personal data. We may share it with:

• Our booking and finance team (for administrative purposes)
• Banks or payment providers (to process transactions)
• Legal authorities, if required by law

8. Your Data Rights

Under data protection law, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data (subject to legal requirements)
• Object to or restrict certain types of processing
• Withdraw consent where processing is based on consent
• To exercise your rights, please contact us using the details below.

9. Contact Us

For any questions about this policy or your personal data, contact:

Whitmore Village Hall Bookings Team
📧 hello@whitmorevillagehall.co.uk
📍 Whitmore Village Hall, Newcastle Road, Whitmore, Staffordshire, ST5 5BU

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law or our practices. The most recent version will always be available on our [whitmorevillagehall.co.uk]