Data Protection Policy
1. Introduction
Harling Old School Village Hall needs to collect and use certain types of
information about the Individuals who come into contact with Harling Old School
Village Hall in order to carry on its work. This personal information must be collected
and dealt with appropriately whether it is collected on paper, stored in a computer
database, or recorded on other material and there are safeguards to ensure this
under the Data Protection Act 1998 and the General Data Regulation (GDPR).
2. Data Controller
Harling Old School Village Hall is the Data Controller under the Act and the GDPR,
which means that it determines what personal information is held, and what it will be
used for. It is also responsible for notifying the Information Commissioner of the data
it holds or is likely to hold, and the general purposes that this data will be used for.
3. Disclosure
Harling Old School Village Hall may share data with other agencies such as
funding bodies and other voluntary agencies.
The Individual will be made aware in most circumstances how and if and with whom
their information will be shared.
These are:
a) Carrying out a legal duty or as authorised by the Secretary of State
b) Protecting vital interests of an Individual or other person
c) The Individual has already made the information public
d) Conducting any legal proceedings, obtaining legal advice or defending any
legal rights
e) Monitoring for equal opportunities purposes – i.e. race, disability or religion
Harling Old School Village Hall regards the lawful and correct treatment of
personal information as very important to successful working, and to maintaining the
confidence of those with whom it deals.
Harling Old School Village Hall intends to ensure that personal information is
treated lawfully and correctly.
To this end, Harling Old School Village Hall will adhere to the Principles of Data
Protection, as detailed in the Data Protection Act 1998 and the GDPR.
Specifically, the Principles require that personal information:
a) Shall be processed fairly and lawfully and, in particular, shall not be
processed unless specific conditions are met,
b) Shall be obtained only for the purposes of managing the Hall, its bookings
and finances and running and advertising events at the Hall and shall not
be processed in any manner incompatible with that purpose or those
purposes,
c) Shall be adequate, relevant and not excessive in relation to those
purpose(s),
d) Shall be accurate and, where necessary, kept up to date,
e) Shall not be kept for longer than is necessary,
f) Shall be processed in accordance with the rights of data subjects under
the Act and the GDPR.
g) Shall be kept secure by the Data Controller who takes appropriate
technical and other measures to prevent unauthorised or unlawful
processing or accidental loss or destruction of, or damage to, personal
information,
Harling Old School Village Hall will, through appropriate management and strict
application of criteria and controls:
• Observe fully conditions regarding the fair collection and use of information
• Meet its legal obligations to specify the purposes for which information is
used
• Collect and process appropriate information, and only to the extent that it
is needed to fulfill its operational needs or to comply with any legal
requirements
• Ensure the quality of information used
• Ensure that the rights of people about whom information is held, can be
fully exercised under the Act. These include:
o The right to be informed that processing is being undertaken,
o The right of access to one’s personal information,
o The right to prevent processing in certain circumstances and
o The right to correct, rectify, block or erase information which is
regarded as wrong information
• Take appropriate technical and organisational security measures to
safeguard personal information
• Treat people justly and fairly whatever their age, religion, disability, gender,
sexual orientation or ethnicity when dealing with requests for information
• Set out clear procedures for responding to requests for information
4. Data collection
Informed consent is when:
• An Individual clearly understands why their information is needed, who it
will be shared with, the possible consequences of them agreeing or
refusing the proposed use of the data
• And then gives their consent.
Harling Old School Village Hall will ensure that data is collected within the
boundaries defined in this policy. This applies to data that is collected in person, or
by completing a form.
When collecting data, Harling Old School Village Hall will ensure that the
Individual:
a) Clearly understands why the information is needed
b) Understands what it will be used for and what the consequences are
should the Individual decide not to give consent to processing
c) As far as reasonably possible, grants explicit consent, either written or
verbal for data to be processed
d) Is, as far as reasonably practicable, competent enough to give consent
and has given so freely without any duress
e) Has received sufficient information on why their data is needed and how it
will be used
5. Data Storage
Information and records relating to individuals or service users will be stored
securely and will only be accessible to the elected Hall Committee Members.
Information will be stored for only as long as it is needed or required by statute and
will be disposed of appropriately.
It is Harling Old School Village Hall’s responsibility to ensure all personal data and
is non-recoverable from any computer system previously used within the
organisation.
6. Data access and accuracy
All Individuals have the right to access the information Harling Old School Village
Hall holds about them. Harling Old School Village Hall will also take reasonable
steps to ensure that this information is kept up to date by asking data subjects
whether there have been any changes.
In addition, Harling Old School Village Hall will ensure that:
• It has a Data Protection Officer with specific responsibility for ensuring
compliance with Data Protection
• Everyone processing personal information understands that they are
contractually responsible for following good data protection practice
• Everyone processing personal information is appropriately trained to do so
• Everyone processing personal information is appropriately supervised
• Anybody wanting to make enquiries about handling personal information
knows what to do
• It deals promptly and courteously with any enquiries about handling personal
information
• It describes clearly how it handles personal information
• It will regularly review and audit the ways it holds, manages and uses
personal information
• It regularly assesses and evaluates its methods and performance in relation to
handling personal information
• The Committee members are aware that a breach of the rules and procedures
identified in this policy may lead to action being taken against them
This policy will be updated as necessary to reflect best practice in data management,
security and control and to ensure compliance with any changes or amendments
made to the Data Protection Act 1998 and/or GDPR.
In case of any queries or questions in relation to this policy please contact the
Harling Old School Village Hall Data Protection Officer who is Mrs Christine
Mclean (01953 714764)