{"id":3,"date":"2022-12-13T13:43:50","date_gmt":"2022-12-13T13:43:50","guid":{"rendered":"http:\/\/scholesvillagehall.org.uk\/?page_id=3"},"modified":"2026-06-12T14:41:03","modified_gmt":"2026-06-12T14:41:03","slug":"privacy-policy","status":"publish","type":"page","link":"https:\/\/scholesvillagehall.org.uk\/?page_id=3","title":{"rendered":"Privacy Policy"},"content":{"rendered":"\n
\n

Privacy Statement for the Scholes Village Hall CIO, Scholes, LS15 4DL<\/strong><\/p>\n\n\n\n

Last reviewed: June 2026<\/p>\n\n\n\n

Data Controller: Scholes Village Hall CIO<\/p>\n\n\n\n

Privacy contact: Helen Shaw<\/p>\n\n\n\n

Email: scholesvillagehallcio@gmail.com<\/p>\n\n\n\n

1. Introduction<\/strong><\/p>\n\n\n\n

Scholes Village Hall CIO is a Charitable Incorporated Organisation responsible for the management and operation of Scholes Village Hall, Scholes, Leeds, LS15 4DL.<\/p>\n\n\n\n

We are committed to protecting your personal information and respecting your privacy. This Privacy Statement explains what personal information we collect, why we collect it, how we use it, how long we keep it, who we may share it with, and what rights you have.<\/p>\n\n\n\n

In this Privacy Statement, \u201cwe\u201d, \u201cus\u201d and \u201cour\u201d means Scholes Village Hall CIO, acting through its trustees and authorised volunteers or representatives.<\/p>\n\n\n\n

Scholes Village Hall CIO is the data controller for the personal information it collects and uses.<\/p>\n\n\n\n

2. What personal information means<\/strong><\/p>\n\n\n\n

Personal information means any information that can identify a living person, either directly or indirectly.<\/p>\n\n\n\n

This may include:<\/p>\n\n\n\n

* name;<\/p>\n\n\n\n

* postal address;<\/p>\n\n\n\n

* email address;<\/p>\n\n\n\n

* telephone number;<\/p>\n\n\n\n

* organisation, club or group name;<\/p>\n\n\n\n

* booking details;<\/p>\n\n\n\n

* payment or invoice information;<\/p>\n\n\n\n

* correspondence with us;<\/p>\n\n\n\n

* photographs or images where a person can be identified;<\/p>\n\n\n\n

* information relating to incidents, accidents, complaints or safeguarding concerns, where relevant.<\/p>\n\n\n\n

We only collect personal information where we need it for the running, management and administration of Scholes Village Hall CIO.<\/p>\n\n\n\n

3. What personal information we collect<\/strong><\/p>\n\n\n\n

The personal information we collect depends on your relationship with us.<\/p>\n\n\n\n

Hall hirers and booking contacts<\/p>\n\n\n\n

We may collect and hold:<\/p>\n\n\n\n

* title, first name and surname;<\/p>\n\n\n\n

* postal address;<\/p>\n\n\n\n

* email address;<\/p>\n\n\n\n

* telephone number;<\/p>\n\n\n\n

* organisation, club or group name;<\/p>\n\n\n\n

* date, time and purpose of booking;<\/p>\n\n\n\n

* booking history;<\/p>\n\n\n\n

* hire agreement details;<\/p>\n\n\n\n

* payment, invoice, deposit and refund records;<\/p>\n\n\n\n

* correspondence about the booking;<\/p>\n\n\n\n

* records of any damage, incident, complaint or breach of hire conditions.<\/p>\n\n\n\n

Trustees, volunteers and committee members<\/p>\n\n\n\n

We may collect and hold:<\/p>\n\n\n\n

* name and contact details;<\/p>\n\n\n\n

* role or position;<\/p>\n\n\n\n

* emergency contact details, where appropriate;<\/p>\n\n\n\n

* records relating to trustee, committee or volunteer administration;<\/p>\n\n\n\n

* training records, where relevant;<\/p>\n\n\n\n

* safeguarding or eligibility information, where required for a particular role.<\/p>\n\n\n\n

Suppliers, contractors and professional advisers<\/p>\n\n\n\n

We may collect and hold:<\/p>\n\n\n\n

* name and business contact details;<\/p>\n\n\n\n

* payment and invoice information;<\/p>\n\n\n\n

* contract details;<\/p>\n\n\n\n

* correspondence and service records.<\/p>\n\n\n\n

Visitors, event attendees and members of the public<\/p>\n\n\n\n

We do not usually collect personal information from general visitors unless they contact us, attend an event where registration is required, are involved in an incident, make a complaint, or otherwise provide information to us.<\/p>\n\n\n\n

4. Special category personal information<\/strong><\/p>\n\n\n\n

Special category personal information includes information about health, disability, ethnicity, religion, political opinions, trade union membership, sex life, sexual orientation, genetic data or biometric data.<\/p>\n\n\n\n

We do not routinely request or hold special category personal information. However, we may occasionally receive limited health, disability, accessibility, safeguarding or incident-related information where it is necessary, for example:<\/p>\n\n\n\n

* to make reasonable arrangements for access or safety;<\/p>\n\n\n\n

* to respond to an accident or incident;<\/p>\n\n\n\n

* to deal with a safeguarding concern;<\/p>\n\n\n\n

* to comply with legal obligations.<\/p>\n\n\n\n

Where we process this type of information, we will only do so where we have a lawful reason and will treat it with particular care.<\/p>\n\n\n\n

5. Why we use personal information<\/strong><\/p>\n\n\n\n

We may use personal information for the following purposes:<\/p>\n\n\n\n

* to manage hall bookings and hire agreements;<\/p>\n\n\n\n

* to respond to enquiries;<\/p>\n\n\n\n

* to communicate with hirers, trustees, volunteers, suppliers and members of the public;<\/p>\n\n\n\n

* to issue invoices and maintain payment records;<\/p>\n\n\n\n

* to administer the charity and comply with charity, accounting, tax and legal requirements;<\/p>\n\n\n\n

* to manage the safety, security, maintenance and use of the hall;<\/p>\n\n\n\n

* to investigate and respond to incidents, accidents, complaints or safeguarding concerns;<\/p>\n\n\n\n

* to manage trustee, committee and volunteer administration;<\/p>\n\n\n\n

* to promote the hall, events and community activities, where appropriate;<\/p>\n\n\n\n

* to maintain records required for insurance purposes;<\/p>\n\n\n\n

* to protect the rights, property and safety of Scholes Village Hall CIO, hall users and the wider public.<\/p>\n\n\n\n

6. Our lawful bases for using personal information<\/strong><\/p>\n\n\n\n

We must have a lawful basis under UK data protection law to use personal information. The lawful bases we are most likely to rely on are:<\/p>\n\n\n\n

Contract<\/p>\n\n\n\n

We use personal information where it is necessary to enter into or manage a booking or hire agreement with you.<\/p>\n\n\n\n

Legal obligation<\/p>\n\n\n\n

We may use personal information where we need to comply with legal obligations, such as charity administration, accounting, tax, health and safety, safeguarding, insurance or record-keeping requirements.<\/p>\n\n\n\n

Legitimate interests<\/p>\n\n\n\n

We may use personal information where it is necessary for the legitimate interests of Scholes Village Hall CIO, provided your rights and freedoms do not override those interests.<\/p>\n\n\n\n

This may include managing the hall, responding to enquiries, keeping records, dealing with complaints, protecting the hall and communicating with hall users.<\/p>\n\n\n\n

Consent<\/p>\n\n\n\n

Where we rely on consent, we will ask for it clearly. This may apply, for example, to certain uses of photographs or publicity.<\/p>\n\n\n\n

You may withdraw your consent at any time.<\/p>\n\n\n\n

Vital interests<\/p>\n\n\n\n

In an emergency, we may use or share personal information where it is necessary to protect someone\u2019s life or safety.<\/p>\n\n\n\n

7. How we collect personal information<\/strong><\/p>\n\n\n\n

We may collect personal information when you:<\/p>\n\n\n\n

* make a booking or booking enquiry;<\/p>\n\n\n\n

* complete a booking form or hire agreement;<\/p>\n\n\n\n

* use our online booking system;<\/p>\n\n\n\n

* email, phone or write to us;<\/p>\n\n\n\n

* attend a meeting or event;<\/p>\n\n\n\n

* volunteer with us;<\/p>\n\n\n\n

* become a trustee or committee member;<\/p>\n\n\n\n

* supply goods or services to us;<\/p>\n\n\n\n

* make a complaint or report an incident;<\/p>\n\n\n\n

* interact with us through our website, social media or online booking arrangements, where applicable.<\/p>\n\n\n\n

8. Online booking system: Hallmaster<\/strong><\/p>\n\n\n\n

We use Hallmaster as our online booking system to manage hall availability, booking requests, hire details and related communications.<\/p>\n\n\n\n

When you make a booking or booking enquiry through Hallmaster, the personal information you provide may be stored and processed within the Hallmaster system. This may include your name, contact details, organisation or group name, booking dates and times, and information relevant to your hire of the hall.<\/p>\n\n\n\n

Scholes Village Hall CIO remains the data controller for booking information. Hallmaster acts as a data processor for information held in the booking system and processes that information to support our booking administration.<\/p>\n\n\n\n

Users of Hallmaster should also refer to Hallmaster\u2019s own privacy information for details of how Hallmaster handles personal data within its system.<\/p>\n\n\n\n

9. Payments<\/strong><\/p>\n\n\n\n

Scholes Village Hall CIO does not take card payments and does not collect or store debit or credit card details.<\/p>\n\n\n\n

Payments are normally made by bank transfer, cheque or another agreed non-card payment method.<\/p>\n\n\n\n

We may keep records of payments, invoices, deposits, refunds and outstanding balances for booking administration, accounting, charity governance, insurance and legal compliance purposes.<\/p>\n\n\n\n

10. Mailing lists and marketing<\/strong><\/p>\n\n\n\n

Scholes Village Hall CIO does not operate a general mailing list.<\/p>\n\n\n\n

We may contact hirers, trustees, volunteers, suppliers or other relevant individuals where necessary for bookings, hall administration, charity governance, safety, maintenance, legal compliance or other legitimate hall-related purposes.<\/p>\n\n\n\n

We will not send general marketing emails unless we have a lawful basis to do so.<\/p>\n\n\n\n

11. CCTV<\/strong><\/p>\n\n\n\n

Scholes Village Hall CIO does not operate CCTV at Scholes Village Hall.<\/p>\n\n\n\n

If this changes in future, this Privacy Statement will be updated to explain what CCTV is used for, what information is collected, how long footage is kept, who has access to it and how individuals may exercise their rights.<\/p>\n\n\n\n

12. Cloud storage and electronic records<\/strong><\/p>\n\n\n\n

We use cloud-based storage and electronic systems to store and manage some records relating to the administration of Scholes Village Hall CIO.<\/p>\n\n\n\n

This may include booking records, correspondence, financial records, trustee and governance documents, policies, insurance records, supplier records and other charity administration documents.<\/p>\n\n\n\n

We take reasonable steps to protect information stored electronically, including restricting access to those who need it for their role, using password-protected systems where appropriate, and reviewing access from time to time.<\/p>\n\n\n\n

Where we use cloud storage or IT providers, we expect those providers to use appropriate security arrangements and to process personal information only in accordance with applicable data protection requirements.<\/p>\n\n\n\n

Some cloud or IT providers may store or process information outside the UK. Where this happens, we expect appropriate safeguards to be in place.<\/p>\n\n\n\n

13. Who we share personal information with<\/strong><\/p>\n\n\n\n

We will not sell your personal information.<\/p>\n\n\n\n

We will only share personal information where it is necessary and appropriate. This may include sharing information with:<\/p>\n\n\n\n

* trustees, authorised volunteers or representatives of Scholes Village Hall CIO;<\/p>\n\n\n\n

* Hallmaster, where information is needed to manage online bookings;<\/p>\n\n\n\n

* our finance, email, website, cloud storage or IT service providers;<\/p>\n\n\n\n

* banks, where needed to manage payments;<\/p>\n\n\n\n

* accountants, insurers, legal advisers or other professional advisers;<\/p>\n\n\n\n

* maintenance contractors or suppliers, where necessary;<\/p>\n\n\n\n

* the Charity Commission, HMRC or other regulatory bodies, where required;<\/p>\n\n\n\n

* local authorities, emergency services or safeguarding bodies, where necessary;<\/p>\n\n\n\n

* law enforcement or public authorities, where required by law.<\/p>\n\n\n\n

Where we use third-party service providers, we expect them to protect personal information and only use it for the purpose for which it was provided.<\/p>\n\n\n\n

14. Advertising, links and third-party websites<\/strong><\/p>\n\n\n\n

From time to time we may refer to, link to or display information about third-party organisations, sponsors, supporters or community groups.<\/p>\n\n\n\n

If you click a link to another organisation\u2019s website or provide information to them, their own privacy policy will apply. We are not responsible for how third-party websites or organisations use your personal information.<\/p>\n\n\n\n

15. Photographs and publicity<\/strong><\/p>\n\n\n\n

We may occasionally take or use photographs at events or activities for publicity, records, newsletters, noticeboards, websites or social media.<\/p>\n\n\n\n

Where photographs are focused on identifiable individuals, especially children or vulnerable adults, we will seek appropriate permission where required. We will not knowingly use photographs in a way that is unfair, intrusive or inappropriate.<\/p>\n\n\n\n

Anyone who does not wish to appear in photographs should tell the event organiser or contact us.<\/p>\n\n\n\n

16. How we keep personal information secure<\/strong><\/p>\n\n\n\n

We take reasonable steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.<\/p>\n\n\n\n

This may include:<\/p>\n\n\n\n

* limiting access to those who need the information;<\/p>\n\n\n\n

* using password-protected systems where appropriate;<\/p>\n\n\n\n

* keeping paper records secure;<\/p>\n\n\n\n

* using reputable service providers;<\/p>\n\n\n\n

* reviewing what information we hold and deleting it when it is no longer needed.<\/p>\n\n\n\n

No method of storing or transmitting information is completely secure, but we take reasonable care to protect the information we hold.<\/p>\n\n\n\n

17. How long we keep personal information<\/strong><\/p>\n\n\n\n

We only keep personal information for as long as necessary for the purpose for which it was collected, including for legal, accounting, insurance, charity administration or dispute-resolution purposes.<\/p>\n\n\n\n

As a general guide:<\/p>\n\n\n\n

* booking and hire records may be kept for up to 7 years after the booking, for accounting, insurance and legal reasons;<\/p>\n\n\n\n

* financial and accounting records are usually kept for at least 6 years;<\/p>\n\n\n\n

* accident, incident, safeguarding or insurance-related records may be kept for longer where necessary;<\/p>\n\n\n\n

* general enquiries that do not lead to a booking will normally be deleted when no longer needed;<\/p>\n\n\n\n

* trustee, volunteer and governance records may be kept for as long as required for charity administration and legal compliance.<\/p>\n\n\n\n

We may retain anonymised information that no longer identifies individuals.<\/p>\n\n\n\n

18. Your rights<\/strong><\/p>\n\n\n\n

Under UK data protection law, you have rights over your personal information. These may include:<\/p>\n\n\n\n

The right to be informed<\/strong><\/p>\n\n\n\n

You have the right to be told how we collect and use your personal information. This Privacy Statement provides that information.<\/p>\n\n\n\n

The right of access<\/strong><\/p>\n\n\n\n

You have the right to ask for a copy of the personal information we hold about you.<\/p>\n\n\n\n

The right to rectification<\/strong><\/p>\n\n\n\n

You have the right to ask us to correct personal information that is inaccurate or incomplete.<\/p>\n\n\n\n

The right to erasure<\/strong><\/p>\n\n\n\n

You have the right to ask us to delete your personal information in certain circumstances.<\/p>\n\n\n\n

The right to restrict processing<\/strong><\/p>\n\n\n\n

You have the right to ask us to restrict how we use your personal information in certain circumstances.<\/p>\n\n\n\n

The right to object<\/strong><\/p>\n\n\n\n

You have the right to object to our use of your personal information where we rely on legitimate interests.<\/p>\n\n\n\n

The right to withdraw consent<\/strong><\/p>\n\n\n\n

Where we rely on your consent, you may withdraw that consent at any time.<\/p>\n\n\n\n

The right to complain<\/strong><\/p>\n\n\n\n

You have the right to complain to the Information Commissioner\u2019s Office if you are unhappy with how we use your personal information.<\/p>\n\n\n\n

19. How to contact us about your personal information<\/strong><\/p>\n\n\n\n

If you would like to access, correct, update, restrict or delete your personal information, or if you have any questions about this Privacy Statement, please contact:<\/p>\n\n\n\n

Helen Shaw<\/strong><\/p>\n\n\n\n

Scholes Village Hall CIO<\/strong><\/p>\n\n\n\n

Email: scholesvillagehallcio@gmail.com<\/strong><\/p>\n\n\n\n

We may need to confirm your identity before responding to a request. We will respond to valid requests within one month, unless the request is complex or we are legally allowed more time.<\/p>\n\n\n\n

20. Changes to this Privacy Statement<\/strong><\/p>\n\n\n\n

We may update this Privacy Statement from time to time. Any updated version will replace the previous version and will be made available through our usual communication channels, such as our website, booking information, noticeboard or on request.<\/p>\n\n\n\n

This Privacy Statement was last reviewed on: 12 June 2026<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

Privacy Statement for the Scholes Village Hall CIO, Scholes, LS15 4DL Last reviewed: June 2026 Data Controller: Scholes Village Hall CIO Privacy contact: Helen Shaw Email: scholesvillagehallcio@gmail.com 1. Introduction Scholes Village Hall CIO is a Charitable Incorporated Organisation responsible for the management and operation of Scholes Village Hall, Scholes, Leeds, LS15 4DL. We are committed […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/3","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=3"}],"version-history":[{"count":6,"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/3\/revisions"}],"predecessor-version":[{"id":313,"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/3\/revisions\/313"}],"wp:attachment":[{"href":"https:\/\/scholesvillagehall.org.uk\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=3"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}