Description of processing

Predominantly personal information is currently stored on a manual basis and held in secure files locked within a secure office (alarmed). There is an ongoing programme to eliminate this method of holding information and storing it all digitally

Reasons/purposes for processing information

We process personal information to enable us to provide a service for the benefit of the public within the particular geographical area of Mapplewell & Staincross (and surrounding areas) as specified in our constitution; This includes Trustees/Director Details, Employees, Volunteers, Event Organisers, Activity Coordinator, Facility Hirers, Patrons of the site and Product and Service Providers as well as other Suppliers. 

We also have CCTV in place for safety, security and monitoring purposes

CCTV is used for maintaining the security of property and premises and for preventing and investigating crime, it may also be used to monitor staff when carrying out work duties. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where necessary or required this information is shared with the data subjects themselves, employees and agents, services providers, police forces, security organisations and persons making an enquiry. They may also be used for a ‘show and shame’ public disclosure in the event of repeat anti-social behaviour

Type/classes of information processed

We process information relevant to the above reasons/purposes. This may include:

  •    personal details

  •    family detail 

  •    lifestyle and social circumstances

  •    membership details

  •    goods and services

  •    financial details 

  •    education and employment details

We also process sensitive classes of information that may include:

  •    physical or mental health details

  •    racial or ethnic origin

  •    religious or other beliefs of a similar nature

Who the information is processed about

We process personal information about:

  •    Visitors

  •    staff, volunteers

  •    trustees

  •    complainants, supporters

  •    enquirers

  •    advisers and representatives of other organisations

Who the information may be shared with

All information collated, stored and used is through the Mapplewell & Staincross Village Hall Ltd charity who may act on behalf of our trading arm, Mapplewell & Staincross Village Hall (Trading) Ltd. We sometimes need to share personal information we process with the individual themself and also with other organisations and private individuals (for example for the promotion of activities, events and tenants using the hall’s facilities). 

Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  •    Visitors

  •    family, associates or representatives of the person whose personal data we are processing

  •    employees

  •    current, past and prospective employers

  •    healthcare, social and welfare organisations

  •    educators and examining bodies

  •    financial organisations

  •    employment and recruitment agencies

  •    business associates and professional advisers

  •    providers of goods and services

  •    local and central government

  •    other voluntary, charitable and council related organisations

  •    Activity and event users


As part of our service to all users and tenants, we also provide information through any/all other media (including web site and other social media, posters and over the phone) to help promote their services and encourage new users / visitors /  consumers to choose them. It is their responsibility to ensure that we provide the most suitable contact information relating to their business, the details and content are factually correct and that these are monitored and updated as required.