Privacy notice
How we use the personal information you give us when you enquire about or book the hall.
Who we are
Puddletown Village Hall (registered charity no. 301172) is run by volunteer trustees. We are the "data controller" for the personal information described here. If you have any questions, email puddletownvh@gmail.com or call 07706 798 271.
What we collect
- Your name, email address, phone number and, for invoices, postal address
- Booking details – dates, times, rooms, type of event and number of guests
- Payment and invoice records
- Our emails, messages and call notes with you
We only collect what you give us. We don't collect sensitive information such as health details unless you choose to tell us (for example, about access needs), and then only use it to help with your booking.
Why we use it
- To handle your enquiry and booking – checking availability, confirming, invoicing and contacting you about your booking. Lawful basis: taking steps to enter into, and performing, a contract with you.
- To keep financial records – as required of a charity by law. Lawful basis: legal obligation.
- To run the hall safely – for example, contacting you about an incident, damage or a problem with the building. Lawful basis: legitimate interests.
We will never sell your information or use it for marketing.
Who we share it with
Your information is only seen by the trustees and volunteers who manage bookings and the hall's finances. We use Google (Gmail) to send and store emails. We may share information with our insurers, the police or other authorities if we are legally required to, or if there is an incident at the hall.
How long we keep it
- Enquiries that don't become a booking: deleted within 12 months
- Booking and financial records: 6 years after the end of the financial year, as required for charity accounts
This website
This website does not use cookies, analytics or tracking, and has no forms – you contact us by email or phone. Our web host, Cloudflare, may briefly process technical information such as your IP address to deliver the site securely. The map on our contact page is a static image; links to Google Maps and Facebook take you to those services, which have their own privacy policies.
Your rights
You have the right to ask for a copy of the information we hold about you, and to ask us to correct it, delete it, or stop or limit how we use it. Contact us using the details above – there's no charge and we'll reply within one month.
If you're unhappy with how we've handled your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Last updated: September 2026