This policy outlines our data handling practices to ensure compliance with applicable data protection laws and regulations. This policy applies to all trustees, committee members and all employees who handle personal data.
Responsible persons
Booking Clerk/ Chairperson/Treasurer
Scope of Policy
All trustees and committee members have personal responsibility for compliance with this policy.
Data protection principles
The Trustees of Ousden Village Hall and Playing Fields are committed to processing data in
accordance with their responsibilities under the GDPR.
General provisions
- This policy applies to all personal data processed by the Committee.
- The Chair shall take responsibility for the Committee’s ongoing compliance with this policy with Treasurer and Booking Clerk making this a team effort.
- The Charity is registered with the Information Commissioner’s Office as an organisation that processes personal data.
Lawful, fair and transparent processing
Data is processed lawfully, fairly, and transparently.
- Purpose Limitation – Data is collected for specific explicit and legitimate purposes.
- Data minimization – Only data that is necessary for the purposes of processing is collected.
- Accuracy – Data is kept up to date and accurate.
- Storage limitation – Data is not kept longer than necessary.
- Integrity and Confidentiality – Data is processed securely.
- Right of individuals – Individuals have the right to access their personal data, request correction or deletion and withdraw consent where applicable.
Data Collection
Data will be collected only for the purposes relevant to the functions of Ousden Village Hall and Playing Fields. Individuals will be informed about the reasons for
data collection and how it will be used.
- Data Use – Personal data will be used in a manner consistent with the purposes outlined at the time of collection.
- Data Storage and Security – Data will be stored securely to prevent unauthorised access, alteration or destruction. Regular audits will be made to ensure the effectiveness of security measures.
- Data Breach Response – In the event of a data breach Ousden Village Hall will promptly assess the risk to individuals’ rights and comply with breach notification laws.
This policy is subject to annual review and update as required when necessary.
Last reviewed & published Jan 2024