Old Basing Village Hall
The Street, Old Basing, Basingstoke RG24 7DA
United Kingdom
Last updated: 16 December 2025
Old Basing Village Hall ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect any personal data we process through our website (the "Site") at www.oldbasingvillagehall.org.uk. We are the data controller for the purposes of UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using the Site, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Site.
1. Information We Collect
This Site does not use cookies, tracking technologies, or any automated data collection tools.
The only personal data we collect is that which you voluntarily provide through our online forms:
- Booking Request Form: Name, email address, telephone number, organisation (if applicable), event details (e.g., date, time, number of attendees, event type), and any additional notes.
- Contact Us Form: Name, email address, telephone number (optional), and message content.
We do not collect any other personal data, such as IP addresses, browser details, or location data.
2. How We Use Your Data
We use your personal data solely for the following purposes:
- To process and respond to your booking requests or enquiries.
- To confirm bookings, send invoices, or provide booking-related communications.
- To manage hall hire agreements and payments.
- To comply with legal obligations (e.g., health and safety records).
We process your data based on the following lawful bases under UK GDPR:
- Contractual necessity: To fulfil booking requests.
- Legitimate interests: To respond to enquiries and administer the hall.
- Consent: Where you explicitly agree (e.g., for marketing updates, if offered).
3. Data Sharing
We do not share, sell, or disclose your personal data to third parties, except:
- With our committee members or volunteers who process bookings on our behalf.
- As required by law (e.g., to authorities for legal compliance).
- To professional advisors (e.g., accountants) under strict confidentiality.
We do not transfer your data outside the UK or EEA.
4. Data Storage and Security
- Data is stored securely on password-protected devices and/or secure cloud services hosted in the UK (e.g., Microsoft 365 or equivalent compliant providers).
- We retain booking data for 6 years after the event for accounting and insurance purposes, or as required by law.
- Enquiry data is deleted after 12 months if no booking proceeds.
- We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, or destruction.
5. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Access: Request a copy of your data.
- Rectification: Correct inaccurate data.
- Erasure: Request deletion (subject to legal retention periods).
- Restriction: Limit processing in certain cases.
- Portability: Receive your data in a structured format.
- Object: Object to processing based on legitimate interests.
- Withdraw consent: Where processing is based on consent.
To exercise these rights, contact us using the details below.
You also have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk or +44 303 123 1113.
6. Children's Privacy
The Site is not intended for children under 16. We do not knowingly collect data from children.
7. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. We will notify you of material changes via email if we hold your contact details.
8. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact our Data Protection Lead:
Email: bookings@oldbasingvillagehall.org.uk
Postal Address: Old Basing Village Hall, The Street, Old Basing, Basingstoke RG24 7DA
Thank you for trusting Old Basing Village Hall with your information. We are dedicated to serving our community responsibly.