Privacy Notice

Last updated: 25/10/2026

1. Who we are

Bubbenhall Village Hall is committed to protecting your privacy and handling your personal information responsibly.

For the purposes of data protection law, the data controller is Bubbenhall Village Hall Committee.

If you have any questions about how we use your personal information, or would like to exercise your data protection rights, you can contact us at rosysnell@gmail.com

Rosy Skilton is the main contact for data protection enquiries.

2. What information we collect

Depending on how you interact with us, we may collect the following information:

Hall bookings and enquiries: your name, email address, telephone number, booking details and any other information you choose to provide that is relevant to your enquiry or booking.
Newsletter subscriptions: your name, email address and details of your subscription preferences.
Website usage: technical information about your visit, such as your IP address or information collected through cookies or analytics tools, where applicable.

Please avoid including unnecessary personal or sensitive information in website forms.

3. How we use your information

We use personal information for the following purposes:

To respond to enquiries about the hall and its facilities.
To manage hall bookings, communicate with hirers and administer payments where applicable.
To send newsletters and updates to people who have subscribed to receive them.
To maintain and administer our website and help keep it secure.
To meet applicable legal, accounting and record-keeping obligations.

We only use personal information for purposes that are appropriate and lawful.

4. Our lawful basis for using your information

Data protection law requires us to have a lawful basis for processing personal information.

Depending on the purpose, we may rely on:

Contract: where processing is necessary to enter into or fulfil a booking agreement.
Legitimate interests: where we have a legitimate reason to use information, such as responding to enquiries or administering the hall, provided that this does not override your rights and interests.
Consent: where you have freely agreed to a particular use of your information, such as receiving a newsletter where consent is required.
Legal obligation: where we need to retain or disclose information to comply with the law.

The lawful basis will depend on the specific activity. We will not rely on consent where another lawful basis is more appropriate.

5. Newsletters and marketing

If you subscribe to our newsletter, we will use your contact details to send you the updates you have signed up to receive.

You can unsubscribe at any time by using the unsubscribe link in our emails, where provided, or by contacting us at rosysnell@gmail.com.

We will stop sending you newsletter communications when you unsubscribe. We may retain limited information where necessary to record your preference and ensure that you do not receive further marketing emails.

6. Who we share your information with

We do not sell your personal information.

We may share information with trusted service providers where necessary to operate the hall and its website. These may include:

Website hosting and form-processing providers.
Hall booking or calendar-management providers.
Email newsletter providers.
Payment processors, where applicable.

We only share information where there is a lawful reason to do so and take appropriate steps to protect it.

7. How long we keep your information

We only keep personal information for as long as it is needed for the purpose for which it was collected, taking account of any legal, accounting, insurance or other relevant requirements.

Our retention arrangements include:

Booking enquiries and records: we retain booking information for as long as necessary to manage enquiries, administer bookings and fulfil any relevant legal or contractual obligations. When information is no longer needed, it will be securely deleted
Newsletter subscriptions: until you unsubscribe or the information is no longer needed, subject to any limited records required to respect your preferences.

When information is no longer required, we will securely delete it.

8. How we protect your information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access to personal information is limited to people who need it to carry out their responsibilities for the hall. We also take reasonable steps to ensure that any service providers handling information on our behalf protect it appropriately.

9. Your data protection rights

Under data protection law, you may have the right to:

Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Request erasure of your information in certain circumstances.
Restrict how we use your information in certain circumstances.
Object to certain uses of your information, including processing based on legitimate interests.
Request data portability where the relevant legal conditions apply.
Withdraw consent at any time where we rely on consent.

These rights are subject to certain conditions and exceptions. To exercise a right or ask a question, please contact us using the details in Section 1.

10. Cookies and website analytics

Our website may use cookies or similar technologies to make the website work, remember preferences or understand how visitors use it.

The cookies and technologies used depend on the website platform and any additional tools installed. Where consent is required, we will ask for it before using the relevant technologies.

11. Complaints

If you are concerned about how we have handled your personal information, please contact us first so that we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

12. Changes to this notice

We may update this privacy notice from time to time to reflect changes in how we operate or changes in applicable law.

The latest version will be published on our website, together with the date it was last updated.