Privacy Policy

Who we are

Strawson Community Hall is a registered charity (number 1052397) that hires its hall to community groups and individuals in Horley. The hall is at 156 Albert Road, Horley, Surrey, RH6 7HZ.

Strawson Commuity Hall Trustees are the data controller for the personal information covered by this policy. That means we decide how and why your information is used, and we are responsible for looking after it.

You can contact us by email at bookings@strawsoncommunityhall.co.uk, by phone on 07526 408681, or by post at the hall.

What information we collect

We collect only what we need to run bookings and keep the hall safe. Depending on how you deal with us, that may include:

• Contact details: your name, address, email address and phone number when you enquire about or book the hall.
• Booking details: the dates and times of your hire, your group name, the type of event and any special requirements.
• Payment records: what you have paid or owe in hire fees. 
• Correspondence: emails, calls and messages you send us.
• Website data: technical details such as your IP address and browser type when you visit our website.
• CCTV images.

We do not ask for health or other sensitive information. If you choose to give us some, for example to tell us about an access need, we use it only for that purpose.

Why we use your information

UK data protection law requires us to have a lawful basis for using your personal information. These are ours.

What we do

Lawful basis

Handle enquiries and bookings, issue invoices and take payment

Contract: we need it to provide the hire you asked for

Keep financial and charity records and meet our legal duties

Legal obligation

Keep the hall and its users safe, deal with incidents and insurance claims, and run the hall properly

Legitimate interests: it is reasonable for a hall to do this and it does not override your rights

Send you news about the hall, only if you ask for it

Consent: you can withdraw it at any time

We do not sell your information, and we do not use it to make automated decisions about you.

Who we share it with

We share your information only where we need to:

• Trustees and volunteers who manage bookings and the running of the hall.
• Suppliers who help us operate, such as our website host, email provider, accountant and insurer. [List the actual providers.]
• Public bodies such as HMRC, the Charity Commission or the police, where the law requires or allows it.

Where a supplier handles your information on our behalf, we make sure they are bound to protect it and use it only on our instructions. If a supplier is based outside the UK, we check that suitable safeguards are in place first.

How long we keep it

We keep personal information only as long as we need it for the reason we collected it. The trustees should confirm these periods before the policy is published.

Record

How long we keep it

Enquiries that did not lead to a booking

12 months

Booking and hire agreement records

6 years after the hire ends

Invoices and payment records

6 years after the end of the financial year

Accident and incident records

At least 3 years, longer if a claim could still arise

CCTV images 

30 days unless needed for an incident

Mailing list

Until you unsubscribe

When the time is up we delete or securely destroy the record.

Your rights

You have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct anything that is wrong or incomplete.
• Ask us to delete your information, where we have no good reason to keep it.
• Ask us to restrict how we use your information.
• Object to us using your information where we rely on legitimate interests.
• Ask for your information in a portable format, where it applies.
• Withdraw your consent at any time, where we rely on it.

To use any of these rights, contact us using the details above. There is no charge, and we will reply within one month. We may need to check who you are first.

Website and cookies

Our website is strawsoncommunityhall.co.uk. 

Cookies that are strictly necessary for the site to work do not need your consent. Anything else, such as analytics cookies, we set only if you agree. You can block or delete cookies in your browser settings. Our website may link to other sites, and this policy does not cover them.

Security

We keep paper records locked away and protect electronic records so that only the people who need them can see them. 

If a data breach puts your rights at risk, we will tell you and the Information Commissioner's Office as the law requires.

Complaints and contact

If you have a concern about how we use your information, please tell us first at bookings@strawsoncommunityhall.co.uk or on 01293 771460, and we will try to put it right.

You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time and will publish the latest version on our website. This version was drafted on 24 October 2026.