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Privacy Policy


Registered Charity no: 301644

We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Westbury-on-Severn Parish Hall. This information must be collected and handled securely.

The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal date). Personal date can be held on computer, laptops and mobile devices or in a manual file and includes email, minutes of meetings and photographs.

The charity (WPHMC) will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy.

The purpose of this policy is to set out the WPHMC commitment and procedures for protecting personal data. Trustees regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with.  

We recognise the risks to individuals of identity theft and financial loss if personal data is lost of stolen.

The Data Protection Act contains 8 principles for processing personal data with which we must comply.

Personal data:

  1. Shall be processed fairly and lawfully and in particular, shall not be processed unless specific conditions are met.

  2. Shall be obtained only for one or more purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes.

  3. Shall be adequate, relevant and not excessive in relation to those purposes.

  4. Shall be accurate and where necessary, kept up to date.

  5. Shall not be kept for longer than is necessary.

  6. Shall be processed in accordance with the rights of data subjects and under the Act.

  7. 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.

  8. Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.

  9. Applying the Data Protection Act within the charity.

We will let people know why we are collecting their data, which is for the purpose of managing the hall, its hiring’s and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees, staff and volunteers.

Correcting data

Individuals have a right to make a Subject Access Request to find out whether the charity holds their person data, where, what it is used for and to have data corrected if it is wrong, to prevent use with is causing them damage of distress, or to stop marketing information being sent to them.

Westbury-on-Severn Parish Hall is the Data Controller under the Act and is legally responsible for complying with Act which means that it determines what purposes personal information held will be used for.

The management committee will take into account legal requirements and ensure that it is properly implemented and will through appropriate management, strict application of criteria and controls:

Collection and use information fairly.

  • Specify the purposes for which information is used

  • Collect and process appropriate information and only 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 the rights of people about whom information is held, can be exercised under the Act


These include:

  • The right to be informed that processing is undertaken

  • The right of access to one’s personal information

  • The right to prevent processing of certain circumstances, and

  • The right to correct, rectify, block or erase information with is regarded as wrong information.

  • Take appropriate technical and organisational security measures to safeguard personal information.

  • Ensure that personal information is not transferred abroad without suitable safeguards.

  • 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.


All trustees, staff and volunteers are aware that a breach of the rules and procedures identified in this policy may lead to action being taken against them.

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