Our Privacy Policy
This Privacy Policy applies to citizens and legal permanent residents of the United Kingdom and was last updated on 10 June 2025.
1. Introduction
This Privacy Policy describes how we collect, use, and protect your personal data when you visit our websites:
Leadenham Village Hall is a charitable organisation that uses this data solely to inform and communicate with individuals regarding hall-related activities, events, bookings, and governance.
2. What Data We Collect
We may collect the following types of personal data:
- Name
- Email address
- Communication preferences
- Booking-related information (e.g. your name and contact when enquiring)
- Technical data such as IP address, browser type, and visit history (via cookies)
3. How We Use Your Data
We use your data only to:
- Respond to enquiries and communicate with you about hall activities or events
- Send event reminders, newsletters, or volunteer updates (if you’ve opted in)
- Manage bookings, hall usage, and operational logistics
- Improve the website experience via anonymised analytics
We do not use your data for advertising, profiling, or resale under any circumstances.
4. Legal Basis for Processing
We process your personal data on the following legal bases:
- Consent – when you sign up for emails or submit an enquiry form
- Legitimate interest – to manage hall bookings and basic service delivery
- Legal obligation – if required for financial or audit compliance
5. Who We Share Data With
We do not sell or share your personal data with third parties for marketing purposes.
We may securely share data with service providers we use for communication and website operation, including:
- Email and form platforms (e.g. Brevo)
- Web hosting (Azure)
- Booking or event tools (where used)
We also use Xero, a cloud-based accounting platform, to manage our finances and accounts. Where applicable, your contact details (such as name and email address) may be recorded in Xero for the purpose of issuing invoices, tracking payments, or maintaining accurate financial records. Xero may store data on servers located outside the United Kingdom. Xero is committed to GDPR compliance and offers safeguards including data processing agreements and international transfer mechanisms.
6. Data Retention
We retain your personal data:
- For as long as needed to provide the service or respond to your enquiry
- For up to 12 months after our last contact, unless you request deletion
- For up to 7 years for financial transactions (to comply with charity accounting rules)
You can request deletion at any time (see Section 9).
7. Cookies and Tracking
We use cookies and similar technologies to improve the website experience. See our full Cookie Policy for details and how to manage your preferences.
8. Security
We take reasonable technical and organisational steps to protect your personal data against unauthorised access, loss, or misuse. This includes:
- HTTPS encryption
- Access control
- Secure email handling
9. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete information
- Request deletion of your data
- Withdraw your consent at any time
- Object to certain types of processing
- Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise these rights, please contact us using the details below.
10. Contact Us
Leadenham Village Hall
Village Hall
Main Road
Leadenham
LN5 0QB
United Kingdom
Email: [email protected]
Website: https://www.lvh2000.org.uk