v1 Updated 28 January 2023
We, Callow Parish Hall, are committed to protecting and respecting your privacy. This policy, together with any other documents referred to within, sets out the basis on which we will process any personal data that we collect from you, or that you provide to us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998 (Act), the data controller is Callow Parish Hall, Callow, Herefordshire HR2 8DD.
1. Information that we collect
1.1. In running and maintaining our website we will collect and process the following data about you:
1.1.1. Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data.
1.1.2. Information provided voluntarily by you. For example, when you register for information or leave a comment.
1.1.3. Information that you provide when you communicate with us by any means.
1.2. If you engage with us to register for events, book the hall, comment and so on, we will collect and process the following data about you:
1.2.1. Your contact details including name, telephone numbers and email address.
2. Use of Cookies
2.1. Cookies provide information regarding the computer used by a visitor. We may use cookies where appropriate to gather information about your computer in order to assist us in improving our website.
2.2. We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally; it is statistical data which does not identify any personal details whatsoever.
2.3. This type of technology helps us to improve our site and to deliver a better and more personalised service for Public Users and our customers. They enable us to:
2.3.1. understand visitor numbers;
2.3.2. store information about a Public User’s preferences, and so allow us to customise our site according to a Public User’s interests and offer them goods or services in which we believe they will be interested;
2.3.3. speed up your searches; and
2.3.4. recognise you when you return to our site.
2.4. Our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our website.
2.5. To find out more about cookies, including how to control and disable them, please visit http://www.allaboutcookies.org.
2.6. You may refuse to accept some technologies such as cookies by activating settings on your browser which allows you to refuse the setting of technologies such as cookies. If you refuse all cookies you may be unable to access certain parts of our site. If you do not activate these settings on your browser then you will be taken to have consented to the use of these technologies.
2.7. We use Google Analytics and other monitoring software on our site. These types of technologies also allow the proprietor of the technology e.g. Google to also access your information, we have no control over how your information is processed by third parties such as Google. Please read the privacy packages of the provider to understand how your information may be used by these third parties.
3. Use of Your Information
3.1. We use the information that we collect from you to provide our services to you. In addition to this we may use the information for one or more of the following purposes:
3.1.1. To provide information to you that you request from us relating to our services.
3.1.2. To provide information to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
3.1.3. To inform you of any changes to our website and services.
3.2. If you have previously purchased services from us we may provide to you details of similar goods or services, or other goods and services, that you may be interested in.
3.3. We will never give your details to third parties to use your data to enable them to provide you with information regarding unrelated goods or services.
4. Retention & Deletion
4.1. Callow Parish Hall retains your information while you remain an active contact, unless you ask us to delete your information. If you stop being an active client we will retain your information unless you request that your details be deleted; however we will only contact you if we believe the information we intend to send to you could be of ‘legitimate interest’ to you.
4.3. Our default approach will be to delete data.
4.5. If you have requested information from us, we will retain your information until you request to be removed / deleted. Subject to the exceptions described below, Callow Parish Hall deletes or anonymises your information upon request.
4.6. Subject to applicable law, Callow Parish Hall may retain information after account deletion:
4.6.1. If there is an unresolved issue relating to your account, such as an outstanding invoice on your account.
4.6.2. Callow Parish Hall may also retain certain information if necessary for its legitimate business interests, such as fraud prevention.
4.6.3. If we are required to by applicable law; and/or in aggregated and/or anonymised form.
5. Security and Control of Data
5.1. All the data we store is held on servers in data centres that reside in the United Kingdom. From time to time committee members or volunteers of Callow Parish Hall may process data outside of the EEA. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
5.2. Please note that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information whether collected by us or on our own, or on our customer’s, behalf, we will use strict procedures and security features in order to reduce the risk of unauthorised access.
6. How we use your information
6.1. We use information held about you in the following ways:
6.1.1. to ensure that content from our site is presented in the most effective manner for you and for your computer;
6.1.2. to provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
6.1.3. to carry out our obligations arising from any contracts entered into between you and us;
6.1.4. to allow you to participate in interactive features of our service, when you choose to do so;
6.1.5. to notify you about changes to our service;
6.1.6. to generate personal profile reports about you which we use to help to tailor our site, and our interactions with you to suit your preferences.
6.2. If you are an existing Customer we will only contact you by electronic means (e-mail or SMS) with information about services similar to those which were the subject of a previous sale to you.
6.3. We do not disclose personal information about individuals to advertisers or sell your information to any other organisation for marketing purposes.
7. Sharing your information
7.1. We may disclose your personal information to third parties if:
7.1.1. we sell or buy any business or assets; in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
7.1.2. if Callow Parish Hall or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets;
7.1.3. if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of Callow Parish Hall, our customers, or others.
7.2. You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at info@callowparishhall.org.uk.
8. Links to other sites
8.1. Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
9. Accessing your Information
9.1. The Act gives you the right to access information held about you. You can find out if we hold any personal information about you by making a “data subject access request”. We will respond within one month. If we do hold information about you, we will:
9.1.1. give you a description of it;
9.1.2. tell you why we are holding it;
9.1.3. tell you who it could be disclosed to; and
9.1.4. let you have a copy.
9.2. Any formal subject access request should be made in writing to the address below. This will be provided FOC. However we may charge a reasonable fee for repetitive, unfounded, or excessive requests or additional copies.
10. How to Update or Change your Information
10.1. If at any time you wish to change your information, you can contact us, providing the updated information.
10.2. If you wish to opt-out of email notifications and communications you can contact at info@callowparishhall.org.uk and we will ensure you do not receive any more communications.
11. Data Subject Rights
11.1. Right to Rectification – the right to request the controller rectify inaccurate personal data.
11.2. Right to Object – the right to object to processing based on either public interests or legitimate interests. Processing must stop, unless the controller demonstrates compelling grounds for continuing the processing or that the processing is necessary in connection with the controller’s legal rights.
11.3. Right to Object to Direct Marketing
11.4. Right to be Forgotten – the right to have the controller erase personal data without undue delay. Contingent on the occurrence of one of the following:
11.4.1. The data is no longer necessary;
11.4.2. The data subject withdraws consent (and consent is the legal basis for processing);
11.4.3. Controller has no overriding grounds for continuing processing against the objection;
11.4.4. Processing was unlawful;
11.4.5. Erasure is necessary within EU or national law.
11.5. Right to Restrict Processing – the right to have the controller restrict processing if:
11.5.1. The accuracy of the data is contested;
11.5.2. Processing is unlawful;
11.5.3. The controller no longer needs the data for its original purpose, but needs it for legal purposes;
11.5.4. Erasure is pending.
11.6. Right of Data Portability – the right to receive a copy of your data in a commonly used machine-readable format for transfer to another controller. This will either be in .xlsx or .csv format.
12. Changes to Our Privacy Policy
12.1. Any changes we may make to our privacy policy in the future will be posted on this page.
13. Contact
13.1. Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@callowparishhall.org.uk or in writing to Callow Parish Hall, Callow, Herefordshire HR2 8DD.
14. How to complain
14.1. You can also complain to the ICO if you are unhappy with how we have used your data.
14.2. The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
14.3. Their helpline number is: 0303 123 1113