Legislation requires that we publish information regarding data privacy.

Kineton Village Hall Association (KVHA) Data Privacy Statement

KHVA requires the public to provide their personal information so that a booking can be sensibly made and invoicing done. To this end, we collect Name, Address, Email, and Contact phone number.
 In collecting personal details KVHA will:
•    Endeavour to store personal date securely.
•    Use personal information to communicate with KVHA public contacts only.
The personal date we collect, how we store it, how we update it and who we share it with, is detailed within our Data Privacy Notice.

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Data Privacy Notice

Scope
This document provides you with information about how we are handling, or are intending to handle, your personal information:

Collection of personal data
KVHA may collect and/or create Information about you that you provide by filling in forms while registering for a booking.

Recipients of personal data
We only share information about you to other appropriate members of our hall, for example, the committee (typically the treasurer, Chairman, and booking clerk).

Categories of organisation and purpose
•    Database hosting companies - to host KVHA digital platforms (e.g. website)
•    Email broadcasting companies - to send emails to our members

Data retention period
We will hold information about you in our data systems only for as long as we need it for the purpose for which we collected it, which is as follows:
•    As long as you continue to continue book the hall.  If you are a one-off booking (for instance a party), we will hold it on our long term storage but not divulge it to anyone outside the KVHA committee.

The data subject’s rights
Data protection laws grant you, as a Data Subject, certain ‘information rights’, which are summarised below:
•    Right of access - You have the right to obtain a copy of information we hold about you
•    Right of rectification or erasure - If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you withdraw the consent upon which our processing is based, or if you feel that we are unlawfully processing your data. Please note that we may be entitled to retain your personal data despite your request, for example if we are under a separate legal obligation to retain it. Your right of rectification and erasure extends to anyone we have disclosed your personal information to and we will take all reasonable steps to inform those with whom we have shared their data about your request for erasure.
•    Right to restriction of processing - You have a right to request that we refrain from processing your data where you contest its accuracy, or the processing is unlawful and you have opposed its erasure, or where we do not need to hold your data any longer but you need us to in order to establish, exercise or defend any legal claims, or we are in dispute about the legality of our processing your personal data.
•    Right to Portability - You have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent and is carried out by automated means. This is called a data portability request.
•    Right to Object - You have a right to object to our processing your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.
•    Right to Withdraw Consent - You have the right to withdraw your consent for the processing of your personal data where the processing is based on consent.
•    Right of Complaint - You also have the right to lodge a complaint about any aspect of how we are handling your data with the UK Information Commissioner’s Office, which can be contacted at www.ico.org.uk.
•    Right to Opt-out of Marketing Communications - You have the right to opt-out of marketing communications we send to you at any time. You can exercise this right by emailing the chair using the contact details provided below.

Changes to our privacy policy
Any changes we may make to our Data Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by date-stamped communication.

How to contact us
If you wish to contact us about your personal data or exercise any of the rights described above please contact: chair@kinetonvillagehall.org.uk

March 2025