categories of personal data we process and for what purposes. We
are committed to collecting and using such data fairly and in
accordance with the requirements of the General Data Protection
1. Who we are
Adderbury Parish Institute is a
registered charity. Our mission is to provide facilities for local
Our Management Committee has the role
of data controller for the information we collect. Any personal
data that we collect will only be in relation to the work we do
with those hiring our hall and facilities and through our
relationship with our supporters, donors and funders.
2. Personal data – what is it?
Personal data relates to a living
individual who can be identified from that data. Identification
can be by the information alone or in conjunction with any other
information in our possession or likely to come into our
possession. The processing of personal data is governed by the
General Data Protection Regulations (GDPR).
3. The information we collect
a) Those wishing to hire Adderbury
Parish Institute via our Online Booking System.
The majority of the personal
information we hold is provided to us directly by those
individuals wishing to book Adderbury Parish Institute. This is
supplied via our online booking system.
The information we collect is used as
the basis of a contract between us and the individual booking
Adderbury Parish Institute. It is also used to ensure that we
comply with our legal obligations, to safeguard the institute
Charity’s property and for accounting purposes (the collection of
hire fees). Personal data will also be used to provide the
necessary information to those hiring the Institute, to
communicate relevant information about the Institute that we
consider of interest to Institute users, and for the resolution of
We collect and store the following
information from individuals making booking contracts with us:
What we hold
Home address and postcode
Home telephone number
Mobile telephone number
The key information used as a username when
accessing our online bookings system.
For contact purposes.
For the delivery of booking information,
contracts and updates.
For the delivery of invoices and reminders.
To communicate relevant information about the
Adderbury Parish Institute.
Date of Birth
Adderbury Parish Institute does not
collect any financial information from individuals. Online
payments are administered by our third-party provider Paypal. The
b) Users of our website
If you send us a general contact
message via our website we collect your name, email address and
telephone number if order that we may respond to your enquiry. We
do not retain this information.
Generally, from all users of our
website we collect statistical information and data to help us
improve our website and ensure it remains suitable and safe for
those using it. This includes items such as the user’s IP address
and internet browser type and other information gathered by the
Google Analytics system.
4. How we process personal data?
We process the data we hold in order
to create bookings to use Adderbury parish Institute for
individuals or the organisations / businesses they legally
represent. The personal data is also used to ensure effective
communication in a timely manner in relation to bookings, the
collection of payments and relevant Adderbury Parish Institute
updates that may affect an individual.
We work to ensure personal data is
kept up to date, is stored securely and destroyed safely at the
end of its relevant retention period. We ensure personal data is
protected from loss, misuse, unauthorised access and disclosure by
ensuring that appropriate technical measures are in place.
5. The legal basis for processing
In order to make a booking to use
Adderbury Parish Institute an individual must supply the relevant
personal information to form a legal contract with us. All our
bookings are processed through our Online Booking system. In the
first instance an individual may enquire as to the availability of
Adderbury Parish Institute without submitting any personal data.
In order to proceed with a booking the individual is (in the first
instance) required to create an account with which the booking
will become associated. The individual must also confirm they
consent to this information being held and processed by Adderbury
6. How we store personal data
We are committed to the protection of
an individual’s personal information.
Personal information is stored in
secure digital online database system with access to the data
restricted and controlled. This information is used for the day to
day running of our bookings.
Personal information (such as alcohol
consent forms and health and safety forms) is stored in a secure
online digital storage services provided by Dropbox and Microsoft.
Access to this data restricted and controlled.
b) Paper forms are still used in a
small number of situations:
Alcohol licence application – these
forms are used to seek consent to sell alcohol during a booking.
These are held securely by our Hall Manager and transferred to our
secure digital systems as soon as possible before the paper form
7. Sharing of personal data
All personal data will be treated as
Personal information may be shared
outside our charity in order to meet or enforce a legal obligation
to, but not limited to, the relevant local authority and law
enforcement. We will only share personal information to the extent
needed for the purpose of our obligation.
We will not sell personal information
to any third party for the purposes of marketing.
We will not transfer personal
information outside of the UK.
8. How long do we keep personal data?
An individual’s full personal
information is retained for a period of two full years following
the completion of their last booking, or their account reaching a
zero balance, whichever is the latter. After this a limited subset
of information (such as name, email and bookings) are retained for
accounting purposes for a further seven years.
9. Your rights and your personal data
An individual has the right to object
to how we process their personal information. They also have the
right to access, correct, sometimes delete and restrict the
personal information we use. In addition, they have the right to
complain to us and to the data protection regulator.
Unless subject to an exemption under
the GDPR, the following rights apply with regard to personal
The right to be informed – a person
has the right to know how their data will be used by Adderbury
The right to access personal data – a
person can ask us to share with them the data we have about them.
The right to rectification – a person
must be able to update their data if it’s inaccurate or if
something is missing. Individuals can view and edit their personal
information directly via our online booking system.
The right to erasure – a person has
the right to request that we delete any personal data we have
about them. There are some exceptions, for example, some
information can be held for legal reasons.
The right to restrict processing – if
a person thinks there is something wrong with the data being held
about them, or they aren’t sure if we are complying with the
rules, they can restrict any further use of their data until the
problem is resolved.
The right to data portability – if a
person asks us to we have to share their data with them in a way
that can be read digitally – such as a pdf.
The right to object – a person can
object to the ways their data is being used.
Rights in relation to automated
decision making and profiling – this protects an individual in
cases where decisions are being made about them based entirely on
automated processes rather than by a human.
For more information please contact
our Data Processing Officer:
Google Analytics collects information
about how visitors use our site. We use the information to compile
reports and to help us improve the site. The cookies collect
information in an anonymous form, including the number of visitors
to the site, where visitors have come to the site from and the
pages they visited. Click here for an overview of privacy at
We embed videos from our official
hosting provider Daily Motion. All our videos are stored as
“private” videos and therefore do not appear on Daily Motion
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about cookies, including how to see what cookies have been set and
how to manage and delete them, visit
11. Further processing
If we wish to use the personal data we
provide a new notice to all individuals who’s data we hold
explaining this new use. This must be done prior to commencing the
processing, setting out the relevant purposes and processing
conditions. Wherever possible we must seek an individual’s consent
prior to any new processing.
12. Contact Details
To exercise all relevant rights,
queries or complaints please in the first instance contact our
Data Processing Officer at Adderbury Parish Institute, The Green,
Oxford Road, Adderbury, Banbury, OX17 3LU or email
You can contact the Information
Commissioners Office on 0303 123 1113, email via
or write to The Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire. SK9 5AF.