TERMS & CONDITIONS OF HIRE

Throughout the period of hire, the Hirer is responsible for ensuring:

On departure the Hirer is responsible for:

*	Leaving the hall, contents, premises and surroundings in a clean and tidy condition.  In particular the following should be undertaken: Sweeping the floor in all areas used; wipe down any relevant surfaces; mop floors for spillages and sticky patches; ensure that the toilets are left in a reasonable condition. THE HIRER WILL BE LIABLE FOR ADDITIONAL CLEANING COSTS IF THE ABOVE ARE NOT CARRIED OUT.
*	Returning furniture and equipment to their original positions.
*	Taking away all rubbish, including bottles.  Hirers must provide their own black rubbish sacks.
*	Reporting any breakages to the Booking Clerk.
*	Turning off all lights, locking and securing the hall.

PLEASE DO NOT USE SELLOTAPE OR BLU TACK ON THE WALLS AND DOORS – THESE HAVE RECENTLY BEEN REDECORATED.

Premises Licence and Performing Rights Charges

Exhibition of films

Cancellation of hire

DATA PROTECTION

Consent Form

The Stelling Minnis Village Hall uses personal data (e.g. name and contact details) for the purposes of managing hall bookings, finances, events and publicity.  Your signature on our Booking Confirmation Form confirms that you are willing for us to share your contact details among members of the Village Hall Committee or with other groups and organisations directly associated with the management of activities at the Village Hall.  (Further information is available on our website).

Privacy Notice

The Management Committee of the Stelling Minnis Village Hall  uses personal data (e.g. name and contact details) which is normally collected only for the legitimate purpose of managing the Hall, its bookings and finances, running and marketing events at the Hall, maintenance and services, and fundraising activities. Data may be retained for up to 7 years for accounts purposes and for longer where required by external authorities (e.g. the Hall’s insurers). If you would like to find out more about how we use your personal data or want to see a copy of information about you that we hold, please contact the Hall Secretary.

Your Individual Rights

The General Data Protection Regulations (GDPR) strengthen the rights of individuals to obtain information from an organisation as to whether or not personal data concerning them is being used, where and for what purpose. If the data was not obtained from that individual, details of where it came from have to be provided.

Your rights include:
i) The right to be informed that processing is undertaken.
ii) The right of access to one’s personal information.
iii) The right to prevent processing in certain circumstances
iv) The right to correct, rectify, block or erase information which is regarded as wrong information or for which there is no compelling reason for it to continue to be held

A copy of the personal data has to be provided, free of charge, unless the request is “manifestly unfounded or excessive”.

This is called a Subject Access Request (SAR). The Village Hall Committee has 30 days in which to respond. However, before providing the information we must verify the individual’s identity otherwise we could be committing a data breach. We can ask for both photo identification e.g. passport, and confirmation of address e.g. recent utility bill, bank or credit card statement.

Any SAR must be dealt with within 30 days. The website of the Information Commissioner’s Office (ICO) shows the information that we must supply (www.ico.org.uk). There are, however, exceptional circumstances in which the law allows us to share your data without consent.

For example, we may need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data without the data subject’s consent are:
a) Carrying out a legal duty, or as authorised by the Secretary of State, or protecting vital interests of a Data Subject or other person e.g. as regards child protection.
b) The Data Subject has already made the information public.
c) Conducting any legal proceedings, obtaining legal advice or defending any legal rights.
d) Monitoring for equal opportunities purposes – i.e. race, disability or religion.

We regard the lawful and correct treatment of personal information as very important to successful working and to maintaining the confidence of those with whom we deal.

We intend to ensure that personal information is treated lawfully and correctly.

PLEASE SIGN THE ATTACHED BOOKING CONFIRMATION SLIP AND RETURN TO THE BOOKING CLERK.

SMVH TERMS AND CONDITIONS - MAY 2018