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Data Protection Policy King George Memorial Hall Registered Charity No. 522934 Policy Date: 1 July 2026 1. Purpose King George Memorial Hall ("the Hall") is committed to protecting the privacy and personal information of everyone who comes into contact with the charity. This policy explains how the Hall collects, uses, stores, shares and protects personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation. The Trustees recognise that good data protection practices help maintain the confidence of hall users, volunteers, contractors, suppliers and the wider community.  2. Scope This policy applies to: Trustees Volunteers The Hall Manager Contractors acting on behalf of the Hall Anyone processing personal information on behalf of the Hall All individuals covered by this policy are responsible for handling personal information appropriately and securely.  3. Personal Information We Collect The Hall only collects personal information necessary to operate and manage its activities. This may include: Names Postal addresses Email addresses Telephone numbers Hall booking information Event booking information shared with the Hall Payment and invoicing records Correspondence Volunteer and Trustee contact details Supplier and contractor information CCTV images (where CCTV is in operation) Where possible, personal information will be collected directly from the individual concerned. 4. How We Use Personal Information Personal information may be used for purposes including: Managing hall bookings Administering events Responding to enquiries Communicating with hirers Managing Trustees and volunteers Maintaining financial and accounting records Processing invoices and payments Meeting legal and regulatory obligations Maintaining the safety and security of the Hall Protecting the Hall's legitimate interests The Hall will never sell personal information to third parties.  5. Lawful Basis for Processing The Hall processes personal information using one or more lawful bases under UK GDPR, including: Performance of a contract Legitimate interests Compliance with legal obligations Consent, where consent is required The lawful basis used will depend upon the purpose for which the information is being processed.  6. Data Protection Principles The Hall is committed to ensuring personal information is: Processed lawfully, fairly and transparently. Collected only for specified, legitimate purposes. Limited to information that is adequate, relevant and necessary. Accurate and kept up to date where appropriate. Retained only for as long as necessary. Protected against unauthorised access, loss or misuse. Processed in accordance with individuals' legal rights 7. Data Security The Hall takes appropriate technical and organisational measures to safeguard personal information. These include: Password-protected computers and devices Secure email accounts Restricted access to personal information Secure storage of paper records Secure destruction of confidential documents Appropriate software and security updates where applicable Everyone handling personal information is expected to maintain appropriate confidentiality.  8. Sharing Personal Information Personal information will only be shared where appropriate and necessary, including with: Professional advisers Payment service providers Insurers Regulatory or law enforcement authorities where legally required Organisations providing services on behalf of the Hall Where third parties process information on behalf of the Hall, the Hall will seek to ensure appropriate contractual and organisational safeguards are in place. Some organisations may collect and process personal information directly as independent data controllers when providing their own services. Where this applies, their own privacy information and policies will govern how they process personal information.  9. Data Retention Personal information will only be retained for as long as necessary to fulfil the purpose for which it was collected or to meet legal and regulatory requirements. Typical retention periods include: Booking records – up to 6 years Financial records – 6 years plus the current financial year Trustee records – during service and for an appropriate period afterwards Accident records – in accordance with legal requirements CCTV footage (where applicable) – normally no longer than 30 days unless required for investigation or legal proceedings Records will be securely deleted or destroyed when no longer required.  10. Individual Rights Individuals have rights under UK data protection legislation, including the right to: Request access to their personal information Request correction of inaccurate information Request erasure where applicable Request restriction of processing Object to processing Request data portability where applicable Withdraw consent where consent is the lawful basis Requests should be made in writing to the Hall. The Hall will respond within the timescales required by law. 11. Data Breaches Any suspected or actual personal data breach must be reported immediately to the Chair of Trustees or the Hall Manager. Where appropriate, the Hall will: Investigate the incident Take action to minimise any risk Notify the Information Commissioner's Office where legally required Notify affected individuals where required by law 12. Complaints Anyone with concerns about how the Hall has handled personal information should contact the Hall in the first instance. Complaints should be submitted in writing and include sufficient detail to allow the matter to be investigated. The Hall will: Acknowledge the complaint as soon as reasonably practicable Investigate the circumstances Respond in writing, normally within one calendar month Take appropriate corrective action where necessary If an individual remains dissatisfied, they have the right to complain to the Information Commissioner's Office (ICO).  13. Responsibilities The Trustees are collectively responsible for ensuring compliance with data protection legislation. Everyone handling personal information on behalf of the Hall must: Keep information confidential Access information only where necessary Keep passwords and devices secure Report suspected data breaches promptly Dispose of personal information securely Comply with this policy and any associated procedures 14. Website, Cookies and Third-Party Services The Hall website may collect personal information submitted through enquiries or other communications. Information received through the website will only be used to respond to enquiries, administer Hall activities and manage bookings where applicable. The Hall website does not currently use cookies that require user consent. However, website functionality may change over time, and additional services or features may introduce cookies or similar technologies. The website includes an embedded TryBooking events page to enable users to view and book events. TryBooking may place cookies or use similar technologies as part of operating its booking platform. Where applicable, TryBooking provides its own cookie consent mechanism for users accessing those services. When a booking is made through TryBooking, personal information is collected and processed by TryBooking in accordance with its own Privacy Policy and Cookie Policy. Users should review those policies when making a booking through the embedded service. Where booking information is subsequently shared with the Hall for the administration of events or bookings, the Hall will process that information in accordance with this Data Protection Policy. The Trustees will review the website privacy information whenever significant changes are made to the website or the services it provides.  15. Policy Review This policy will be reviewed annually, or sooner if: legislation changes; guidance from the Information Commissioner's Office changes; or the Hall significantly changes how it collects or processes personal information. Contact King George Memorial Hall 2655 Stratford Road Hockley Heath Solihull B94 5NH Email: office@kinggeorgememorialhall.co.uk If you are dissatisfied with how your personal information has been handled, you may also contact the Information Commissioner's Office at www.ico.org.uk.