Privacy notice – Chewton Mendip Village Hall

Last updated: October 2026

Who we are

The data controller is the trustees of Chewton Mendip Village Hall, registered charity no. 304513, Lower Street, Chewton Mendip, Radstock BA3 4PD. The hall is run entirely by volunteers. If you have any questions about this notice or your information, email us at info@chewton-mendip-hall.org.uk.

What we collect and why

Our mailing list

If you join our mailing list (on this website, on a paper sign-up sheet at the hall, or by asking a trustee) we keep:

your email address, and your name if you give it;
the topics you chose (events and what's on, hall news and the Centenary Project, volunteering);
a record of your consent: the wording you agreed to, when, and how (for example “website form” or “paper sign-up sheet”);
for website sign-ups, a scrambled one-way code made from your internet (IP) address, used only to stop spam and repeated sign-ups. We do not store your actual IP address.

We use this only to send you occasional emails about the topics you chose.

Hall booking requests

When you ask to hire the hall we keep your name, email address, phone number, the type of hirer, the date and times you want and what the booking is for. We use these to deal with your booking, contact you about it, take payment and keep the hall's accounts. Only a short public title (such as “Private booking”) and the times appear on the public availability calendar – never your name or contact details.

Emails and messages you send us

If you email a trustee we will use your message and details to reply to you.

Our WhatsApp group

The WhatsApp group is run through WhatsApp (Meta). Other members of the group can see your phone number and messages. WhatsApp's own privacy policy applies. The group is run by the hall trustees.

Our lawful basis

Mailing list: your consent. You can withdraw it at any time by unsubscribing.
Bookings: to take steps towards, and carry out, a contract with you (the hire of the hall), and our legitimate interests in running the hall and keeping proper accounts as a charity.

Where your information is kept

Mailing list and booking details are stored in private files on the hall website's own server, hosted by Netcetera, a UK web hosting company, which is managed by the trustees. They are not published on the website and are protected by a password that only trustees have. When a trustee emails the mailing list, they use their own email account and put addresses in the BCC field so that nobody can see anyone else's address.

Payments for hire and donations are handled by SumUp, which has its own privacy policy. We do not see or store your card details.

We never sell your information or share it with other organisations for marketing. We use no third-party mailing service and no advertising or tracking cookies on this website. We would only pass information on if the law required us to.

How long we keep it

Mailing list: until you unsubscribe. After that we keep a note that you unsubscribed, so we don't email you by mistake, unless you ask us to delete you completely.
Bookings: for 18 months after the booking, for the hall's accounts, then deleted.
The website keeps a small number of automatic backup copies, which are replaced as new changes are made. If you ask us to erase your mailing-list details, we remove them from the backups too.

Your rights

You have the right to:

ask for a copy of the information we hold about you (access);
have it corrected if it is wrong;
have it erased;
withdraw your consent to emails at any time – reply to any email with “unsubscribe”, use the link in the email, or use the unsubscribe form;
object to or ask us to restrict how we use your information.

To use any of these rights, email info@chewton-mendip-hall.org.uk. We will reply within one month. It is free.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator: ico.org.uk/make-a-complaint or 0303 123 1113.

Cookies

The public pages of this website do not use cookies. The trustees' admin area uses a single essential cookie to keep a trustee logged in.

This notice will be reviewed every 12 months (next review October 2027) by the trustees.

How we look after your information