Village Hall Privacy Notice

Last updated 27th October 2025

This Privacy Notice for Wootton Courtenay Village Hall CIO (‘we’, ‘us’, or ‘our’), describes how and why we might access, collect, store, use, and/or share (‘process’) your personal information when you use our hall (‘Services’), including when you:

  • Visit our website at https://woottoncourtenayvillage.co.uk/home/village-hall/, or any website of ours that links to this Privacy Notice
  • Use Wootton Courtenay Village Hall Bookings or Commercial Services.
  • Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our hall. If you still have any questions or concerns, please contact us at bill@woottoncourtenayvillage.co.uk.

SUMMARY OF KEY POINTS

What personal information do we process? When you visit, or use the village hall, we may process personal information depending on how you interact with us and the hall, the choices you make, and the services you use.

Do we process any sensitive personal information? We do not process sensitive personal information.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer the hall, communicate with you, for security and fraud prevention, and to comply with law. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information? We do not share your personal information.

How do we keep your information safe? We have adequate organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

How do you exercise your rights? The easiest way to exercise your rights is by visiting https://woottoncourtenayvillage.co.uk/home/contact/. We will consider and act upon any request in accordance with applicable data protection laws.

  1. WHAT INFORMATION DO WE COLLECT?

    Personal information you disclose to us

    In Short: We collect personal information that you provide to us.

    Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with the village hall and may include:
    • names
    • phone numbers
    • email addresses
    • postal addresses
    • billing addresses

    Sensitive Information. We do not process sensitive information.

    1. HOW DO WE PROCESS YOUR INFORMATION?

    In Short: We process your information to provide, improve, and administer the hall, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

    1. WHAT LEGAL BASIS DO WE RELY ON TO PROCESS YOUR INFORMATION?

    In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

    The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on to process your personal information. As such, we may rely on the following legal bases to process your personal information:

    • Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
    • Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
    • Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
    • Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
    1. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

    We do not share personal information

    1. HOW LONG DO WE KEEP YOUR INFORMATION?

    In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.

    1. HOW DO WE KEEP YOUR INFORMATION SAFE?

    In Short: We aim to protect your personal information through a system of organisational and technical security measures.

    We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our trustees is at your own risk.

    1. DO WE COLLECT INFORMATION FROM MINORS?

    In Short: We do not knowingly collect data from or market to children under 18 years of age.

    1. WHAT ARE YOUR PRIVACY RIGHTS?

    In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), you have rights that allow you greater access to and control over your personal information.

    In some regions (like the EEA, UK), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section ‘How can I contact you’ below.

    We will consider and act upon any request in accordance with applicable data protection laws.

    If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

    Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section ‘How can I contact you’ below.

    However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

    If you have questions or comments about your privacy rights, you may email us at bill@woottoncourtenayvillage.co.uk.

    1. DO WE MAKE UPDATES TO THIS NOTICE?

    In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

    1. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

    If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO) by email at bill@woottoncourtenayvillage.co.uk, by phone at 07711 715311, or contact us by post at:

    Wootton Courtenay Village Hall CIO
    Data Protection Officer
    Crockford House
    Wootton Courtenay, Somerset TA24 8RE
    United Kingdom

    If you have any further questions or comments, you may also contact us by post at the following corporate address:

    Wootton Courtenay Village Hall CIO
    Wootton Courtenay Village Hall
    Roadway Lane
    Wootton Courtenay, Somerset TA24 8RH
    United Kingdom
    Phone: 07711715311

    1. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

    Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please visit: https://woottoncourtenayvillage.co.uk/home/contact/.