Version: 29 November 2022
The data controller is the trustee committee of Busbridge Village Hall (BVH) who manages
the hall for the benefit of the local community. We decide how your personal data is
processed and for what purpose, as governed by the Data Protection Act 2018 and the UK
GDPR, and set out in this Privacy Notice.
Personal data is any information relating to an identified or identifiable person. We do not
collect data from third parties, so the data that we hold is normally what you have provided
on your booking form and in your email contact with us, usually being your contact details
and your bank account details (for the return of your deposit).
How we process your personal data
We store booking forms on a password protected Google Drive account which is only
accessible by those helpers who require the information to process a booking. These
helpers are aware that any data must only be used for BVH purposes, not their own personal
use. We only collect data and store data which is necessary for our purposes below.
Why we collect and use your personal data
We use your personal data for some or all of the following purposes:
● To manage the hire of BVH to enable it to be used for the benefit of the local
community and to raise revenue for its upkeep;
● To maintain and manage the upkeep of BVH;
● To facilitate future hires, send BVH updates and invite you to hire the hall again;
● To seek your views or comments;
● To manage a network of committee members, trustees, helpers and regular hall users;
● To maintain our own accounts and to process donations;
● To enable us to meet all legal and statutory obligations;
performance of the BVH website and to understand how the site is used. No personally
identifiable details are recorded. You can manage these cookies by activating the setting on
your internet browser that allows you to refuse all or some cookies to be stored on your
device. Please see our separate Cookies Policy.
The lawful basis for processing your personal data
The majority of our processing is for the performance of a contract with you or to take steps
to enter into a contract. The contract is your hire of BVH.
Some of your data is processed because it is necessary for our legitimate interests, which
are the management and maintenance of BVH. This may include letting you know times
when the hall will be available in case you wish to rehire. We will always take into account your
interests, rights and freedoms.
Some of our processing is necessary for compliance with a legal obligation, for example
financial record keeping or Covid-19 legislation.
In exceptional circumstances, we may rely on vital interest where someone’s life is in danger
(eg a medical emergency).
In all other cases, the legal basis is your consent, which we will obtain prior to using your
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with those
committee members and helpers necessary to facilitate your hall booking, for example, to
manage your payment, arrange key collection or a tour of the hall.
We will only share your details with a third party where necessary to fulfil our purposes as
outlined above. This would include our bank in order to make a payment to you, or our
insurers or legal representatives in the event of an accident. Trustees’ details are required to be
reported to the Charity Commission, which publishes the names on its website.
If you choose to leave us a review on Google, this will be governed by Google’s own Privacy
Notice. If you provide photographs for our website, you must have obtained the consent of
any individual who is identifiable in the picture.
Regular hirers, committee members, trustees and helpers will be invited to join a BVH
Directory to share contact details and information on “who does what” with other members of
these groups only, in order to communicate information and resolve issues quickly. A
WhatsApp group is also in operation for this purpose.
In any other situation, we will obtain your prior consent before sharing your personal data
with a third party.
How long we keep your personal data
We are required to keep booking forms for a minimum of six years to support our accounting
records. We may keep some other records for an extended period of time if we are required
to do so. In general, we endeavour to keep data only for as long as we need it, which means
that we may delete it when it is no longer needed or if you ask us to remove your information.
You have a number of rights relating to your personal data, full details of which can be found
at www.ico.org.uk. These include:
● The right to request a copy of the personal data which we hold about you (known as
a Subject Access Request);
● The right to request that we correct any personal data if it is found to be inaccurate or
out of date;
● The right to request that your personal data is deleted where it is no longer
necessary for us to retain such data;
● The right to withdraw your consent to processing at any time (where consent was the
original basis for processing);
● The right to object to the processing of personal data, or to request a restriction is
placed on further processing;
● The right to lodge a complaint with the Information Commissioner’s Office (contact
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice,
then we will provide you with a new notice explaining this new use prior to commencing the
processing and setting out the relevant purposes and processing conditions. Where and
whenever necessary, we will seek your prior consent to the new processing.
Changes to this notice
We keep this Privacy Notice under regular review and will place any updates on this web page.
Please contact us if you have any questions about this Privacy Notice or the information we
hold about you or to exercise all relevant rights, queries or complaints:
Busbridge Village Hall, Brighton Road, Godalming, Surrey GU7 1XA
Contact name: Eilish Stanley-Brind
You can contact the Information Commissioner’s Office on 0303 123 1113 or electronically
via https://ico.org.uk/global/contact-us/contact-us-public/ or at the Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.