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Data Protection Policy King George Memorial Hall Registered Charity No. 522934 1. Purpose King George Memorial 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, stores, uses and protects personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The Trustees recognise that protecting personal data is essential to maintaining the confidence of hall users, volunteers, contractors and the wider community. 2. Scope This policy applies to: Trustees Volunteers Hall Manager Contractors acting on behalf of the charity Anyone processing personal information for the Hall 3. What Personal Data We Hold We may collect and process personal information including: Names Postal addresses Email addresses Telephone numbers Booking information Payment records Correspondence Volunteer and trustee contact details Supplier and contractor details CCTV images (if applicable) We only collect information that is necessary for the operation of the Hall. 4. How We Use Personal Information Personal information is used for purposes including: Managing hall bookings Responding to enquiries Maintaining contact with hirers Managing trustees and volunteers Maintaining financial records Processing invoices and payments Complying with legal obligations Maintaining the safety and security of the Hall We will never sell personal information to third parties. 5. Lawful Basis We process personal data using one or more of the following lawful bases: Performance of a contract Legitimate interests Legal obligation Consent where required 6. Data Protection Principles King George Memorial Hall will ensure personal data is: Processed lawfully, fairly and transparently. Collected only for specified purposes. Adequate, relevant and limited to what is necessary. Accurate and kept up to date. Retained only for as long as necessary. Kept secure. Processed in accordance with individuals' rights. 7. Data Security We take appropriate technical and organisational measures to protect personal information. These include: Password-protected computers and devices. Secure email accounts. Restricted access to personal information. Secure storage of paper records. Secure disposal of confidential documents by shredding or approved disposal methods. Regular software and security updates where applicable. 8. Sharing Information Personal information will only be shared where necessary: With professional advisers. With payment providers. With insurers. Where required by law. Where necessary to protect the Hall or its users. Any third parties processing information on our behalf are expected to comply with UK GDPR. 9. Data Retention We retain information only for as long as required. Typical retention periods include: Booking records – up to 6 years. Financial records – 6 years plus the current financial year. Trustee records – whilst serving and for an appropriate period afterwards. Accident reports – in accordance with legal requirements. CCTV footage (where applicable) – normally no longer than 30 days unless required for investigation. 10. Individual Rights Individuals have the right to: Request access to their personal information. Request correction of inaccurate information. Request deletion where appropriate. Restrict processing. Object to processing. Request portability where applicable. Withdraw consent where consent is the lawful basis. Requests should be made in writing to the Hall. 11. Data Breaches Any suspected or actual data breach must be reported immediately to the Chair of Trustees or Hall Manager. The Trustees will: Investigate the incident. Take steps to minimise any harm. Notify the Information Commissioner's Office (ICO) where required. Notify affected individuals where legally necessary. 12. Data Protection Complaints King George Memorial Hall takes any concerns regarding the handling of personal information seriously. If you believe your personal data has been collected, used or disclosed inappropriately, or that your rights under data protection legislation have not been respected, you should raise your concern with the Hall in the first instance. Complaints should be made in writing by email or post and should include sufficient detail to enable the Trustees to investigate the matter. The Trustees will: Acknowledge receipt of the complaint as soon as reasonably practicable. Investigate the circumstances surrounding the complaint. Respond in writing, normally within one calendar month. Take appropriate action where any improvements or corrective measures are identified. If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). Information about making a complaint to the ICO can be found at www.ico.org.uk or by calling 0303 123 1113. 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. Only access information required for their role. Keep passwords secure. Report any suspected breach immediately. Dispose of personal information securely. 14. Website The Hall website may collect personal information submitted through enquiry forms or emails. Information received through the website will only be used to respond to enquiries, manage bookings and administer Hall activities. The website may also use cookies to improve user experience. 15. Policy Review This policy will be reviewed annually or sooner if there are significant changes to legislation or the way the Hall processes personal information. Contact King George Memorial Hall 2655 Stratford Road Hockley Heath Solihull B94 5NH Email: office@kinggeorgememorialhall.co.uk If you have concerns regarding how your personal information has been handled, you may contact the Information Commissioner's Office (ICO) at www.ico.org.uk. Policy Date 01/07/2026