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The information we store about you
When you make a booking you provide us with your name and address, telephone number, your email address (optional), your reason for booking and the date/time of your booking. We also keep a record of the date/amount of each payment you make for accounting purposes, and whether or not you left a security deposit.

How we use this information
You give us this information so we can reserve the date for your event, calculate how much you owe, invoice you and contact you about your booking should we need to. If you give us your email address we will send you a booking confirmation/invoice via email but you do not have to provide this.

We will never pass this information on to anyone else. We don't send out newsletters, and will only ever use this information to contact you about your booking, your payments, your security deposit, or should any problems arise from your event.

How your information is transmitted and stored
Your contact information is encrypted and sent via a secure connection (https://) to a MySQL database stored at Heart Internet's Data Centre in Leeds. Heart Internet are fully GDPR compliant.

Who has access to your information?
Only the Bookings Team, the Chairperson, the Treasurer, the Keyholder and the Webmaster can access your contact and booking details, and this is via a password-controlled log on to our Admin system.

Your BACS details
If you choose to have your security deposit returned by BACS transfer you will write down your name, bank sort code and account number for us at the time of booking. You will never be asked to write down your 3-digit 'security number' from the back.

The details you write down will be sealed in an envelope, given to the Treasurer and stored in a locked safe. No-one else has access to this information and it is not stored electronically. After your event the Treasurer will use these details to refund your security deposit. When the transaction shows successfully on the Village Hall bank statement the paper will be shredded.

You do not have to give us your BACS details. At the time of booking you can choose to have your security deposit returned in cash if you would prefer, and you would come to the hall on the Monday evening following your event from 7:45-8:30 pm to collect it.

How long we retain your details, and your right to removal
We need to retain your contact information in case any problems arise before or during your event; so that we can return your security deposit after your event; and to keep a record of money in/out for our own accounting purposes.

We can retain your details on our database indefinitely so if you book the hall again your details are already stored and the booking process is quicker and easier for you and the Bookings team.

However you will be asked at the time of booking if you would prefer us to remove your contact details from our database after your event. If so, we will do this for you as quickly as we can once the need to contact you about your event, payments or security deposit has passed.

If you would like to know what information we hold about you or to request removal at any time after your event, please email treasurer@orsettvillagehall.org.uk from the email address you provided at the time of booking. You may also request this in person at Monday night bookings, from 7:45-8:30 pm.