Privacy Policy

Last updated: 12 September 2026

Who we are

The Parish Hall Great Saling, registered charity number 1070514, is the data controller and operates The Salings Village Hall. This notice explains how we handle personal information under UK data-protection law, including the UK GDPR and Data Protection Act 2018.

The hall’s address is:

The Salings Village Hall
Piccotts Lane
Great Saling
Braintree
Essex
CM7 5DW

For privacy enquiries, contact:

administrator@thesalingsvillagehall.co.uk

Information we collect

We may collect the following information when you contact us or enquire about hiring the hall:

  • your name and contact details;
  • proposed booking dates and event details;
  • the content of your enquiry and later correspondence.

Our hosting provider may also process limited technical information, such as IP addresses and website logs, for security and operation.

How we use your information

We use personal information to:

  • respond to enquiries;
  • discuss and administer bookings;
  • manage payments, access, cancellations or disputes;
  • maintain necessary financial, insurance and administrative records;
  • protect our website and communications.

Our lawful bases are taking steps at your request before entering into a hire agreement, administering that agreement, complying with legal obligations and our legitimate interests in operating the hall.

We do not sell personal information, use it for unrelated marketing, or make automated decisions about you.

Website forms and email

The Hall Booking and Contact forms send your enquiry to the relevant Hall email mailbox. They are not configured to create new submission records in WordPress.

Email correspondence, including booking and general enquiries, is retained for seven years under our Microsoft 365 retention policy and is then deleted.

Booking calendar

Booking enquiries and negotiations are handled manually by authorised volunteers.

When a booking is accepted, an authorised contributor manually updates the private SharePoint booking calendar. The website reads that calendar to show public availability.

The public calendar displays booking titles, dates, times and locations from the SharePoint calendar, including titles such as “Private party”. Booking titles are therefore visible to website visitors. If you have a concern about the wording of a public calendar entry, please contact our bookings team.

Visitors cannot create, amend or cancel calendar entries through the website.

Who receives your information

Information may be accessed only where needed by:

  • authorised trustees, committee members or volunteers;
  • Microsoft 365, SharePoint and Azure, which support email and the booking calendar;
  • IONOS, our website-hosting provider, and technical providers where needed to operate the website;
  • professional advisers, insurers or authorities where legally required.

Where a service provider processes information outside the UK, appropriate data-protection safeguards must apply.

Cookies

The website uses necessary cookies to remember your choices. Optional Google Maps content is loaded only after you allow Functional cookies. Cookie choices are managed under the UK Privacy and Electronic Communications Regulations (PECR). You can withdraw optional consent through Cookie settings at any time.

Further information is provided in our Cookie Policy, where you can also review or change your cookie preferences.

Your rights

Depending on the circumstances, you may ask us to:

  • provide a copy of your personal information;
  • correct inaccurate or incomplete information;
  • delete your information;
  • restrict or object to its use;
  • provide information you supplied in a portable format.

You may withdraw consent at any time where we rely on consent, including for optional cookies.

Contact administrator@thesalingsvillagehall.co.uk to exercise these rights. We may need to confirm your identity.

Complaints

Please contact us first if you have concerns.

You also have the right to complain to the UK Information Commissioner’s Office (ICO). Visit ico.org.uk for information about making a data-protection complaint.

ICO fee status

On 26 July 2026, the ICO’s official self-assessment concluded that the charity did not need to pay the data protection fee and did not need to notify the ICO of its exemption.

This exemption does not remove the charity’s other data-protection responsibilities and should be reviewed if its activities or use of personal information change.

Changes

We may update this Privacy Policy when our website, booking arrangements or legal obligations change.