Last updated: August 2025

Who We Are

High Ongar Village Hall is a community facility located at Mill Lane, High Ongar, Essex. We are committed to protecting your privacy and ensuring your personal data is handled responsibly and in accordance with UK data protection laws.

Data Controller: High Ongar Village Hall Management Committee
Contact: Emma Billot Email: hello@highongarvillagehall.org.uk
Address: Mill Lane, High Ongar, Essex

What Information We Collect

Information You Provide Directly

Booking enquiries: Name, contact details, event details, special requirements
Event registrations: Name, contact information, dietary requirements, emergency contacts
Newsletter subscriptions: Email address, name (optional)
Feedback and complaints: Contact details and correspondence
Volunteer applications: Personal details, experience, references

Information Collected Automatically

Website usage: IP address, browser type, pages visited, time spent on site
Cookies: Essential cookies for website functionality, analytics cookies (with consent)

How We Use Your Information

We use your personal data for:

Venue bookings: Processing hire requests, managing bookings, invoicing
Event management: Organising classes, events, and community activities
Communication: Responding to enquiries, sending booking confirmations, safety updates
Marketing: Sending newsletters about hall activities (with your consent)
Legal compliance: Meeting health and safety requirements, safeguarding obligations
Facility improvement: Understanding usage patterns to enhance our services

Legal Basis for Processing

We process your data based on:

Contract performance: For bookings and hire agreements
Legitimate interests: For venue management, safety, and community benefit
Consent: For marketing communications and non-essential cookies
Legal obligation: For safeguarding, health and safety compliance

How We Store and Protect Your Data

Security measures: Password-protected systems, secure filing, limited access
Booking records: 7 years (for financial and insurance purposes)
Marketing contacts: Until you unsubscribe or withdraw consent
CCTV footage: 30 days (unless required for incident investigation)
Data location: Stored within the UK or EU with adequate protection

Sharing Your Information

We may share your data with:

Service providers: Booking systems, email platforms, payment processors
Authorities: Police, local council, safeguarding teams (when legally required)
Insurance companies: For claims processing
Emergency services: In urgent situations for your safety

We never sell your personal data to third parties.

Your Rights

Under UK GDPR, you have the right to:

Access: Request a copy of your personal data
Rectification: Correct inaccurate information
Erasure: Request deletion of your data (subject to legal requirements)
Restrict processing: Limit how we use your data
Data portability: Receive your data in a portable format
Object: Opt out of marketing communications or legitimate interest processing
Withdraw consent: For consent-based processing
To exercise these rights, contact us at hello@highongarvillagehall.org.uk.

CCTV and Security

We operate CCTV for security and safety purposes:

Coverage: Main hall areas, entrances, car park
Retention: 30 days
Access: Restricted to authorised personnel
Signage: Clear notices displayed

Cookies and Website Analytics

Our website uses:

Essential cookies: For booking forms and site functionality
Analytics cookies: To understand website usage (with your consent)
Third-party cookies: From embedded content (YouTube, social media)
You can manage cookie preferences through your browser settings.

Children’s Data

For events involving children under 16:

• We obtain parental consent for data collection
• We collect emergency contact information
• We follow safeguarding policies
• Data is handled with extra care and deleted when no longer needed

Changes to This Policy

We may update this privacy policy periodically. Changes will be posted on our website with the revision date. For significant changes, we’ll notify you directly if we have your contact details.

Contact Us

For privacy-related questions or to exercise your rights:

Email: [Insert data protection email]

Post: High Ongar Village Hall, Mill Lane, High Ongar, Essex

Phone: 01277 363204

If you’re not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) at ico.org.uk.