Last updated: March 2026
Who We Are
Walford Village Hall (formerly The Robert Pashley Memorial Hall) is a community venue located three miles south of Ross-on-Wye on the B4234 in the village of Walford, Herefordshire.
Walford Village Hall is a registered charity (Charity Number 520991) and is registered with the Information Commissioner’s Office as a data controller. The hall is managed by the Walford Village Hall Management Committee (trustees).
Our website address is: https://walfordvillagehall.co.uk
We are committed to protecting your personal information and handling it responsibly under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact for privacy requests: hello@walfordvillagehall.co.uk
What Information We Collect
Hall Bookings
When you book the hall via our website, email, or phone, we collect:
- Name
- Email address
- Phone number
- Event details (type, date, times)
Bookings submitted online are processed using Jotform, which acts as a data processor on our behalf. Their privacy policy can be viewed here: https://www.jotform.com/privacy/
Information is transmitted securely to Walford Village Hall for the purpose of managing bookings.
We retain a PDF copy of the booking form for administrative purposes.
Payments
Payments are normally made via bank transfer (BACS).
We use Solar Accounts for invoicing and financial records.
Bank details temporarily received for refunds (e.g., damage deposits) are deleted after processing. Transaction records remain in the banking system for accounting purposes.
Mailing Lists / Newsletters
Subscribers to hall news and events may provide:
- Name
- Email address
Subscription requires active consent, managed via our WordPress newsletter plugin. Subscribers can unsubscribe at any time using the link in each email.
Website Contact Forms
Information submitted through website contact forms (name, email, message) is used only to respond to your enquiry.
Analytics and Cookies
Our website uses cookies to improve functionality and understand visitor behaviour. Analytics services, such as Google Analytics, may collect anonymised usage data.
You can control or disable cookies through your browser. Our website will not track users with analytics cookies without consent via a cookie banner, in line with PECR requirements.
Photos & Events
Photos may be taken at events and used on:
- Website
- Social media pages
- Promotional materials
Where practical, consent will be sought, especially for children. Requests to remove images will be honoured.
CCTV
Cameras operate inside and outside the hall. Footage is stored locally using Blink, accessed only by authorised committee members, and automatically overwritten when storage is full unless retained for investigation.
How We Use Your Data
We only process personal data when necessary for:
- Managing bookings
- Sending confirmations and access instructions
- Processing payments
- Responding to enquiries
- Sending newsletters
- Maintaining security via CCTV
- Improving the website
Lawful bases under GDPR:
- Contract – managing bookings
- Legitimate interests – security and hall operations
- Consent – newsletters or optional communications
Storage and Protection
Data is stored via:
- Website/email host (Fasthosts)
- Cloud storage (Google Drive)
- Solar Accounts
- Secure banking systems
Access is restricted to authorised committee members. We take reasonable steps to keep data secure.
Retention
- Booking records: up to 3 years
- Financial records: up to 6 years
- Newsletter subscriptions: until unsubscribed
- Email enquiries: deleted when no longer needed
- CCTV footage: overwritten automatically unless required for investigation
Sharing Data
We do not sell or trade personal data.
Data may be shared with:
- Jotform (booking forms)
- Solar Accounts (invoicing)
- Website hosting/email providers
- Analytics providers
Only for the services they provide.
Your Rights
Under UK GDPR you may:
- Access your personal data
- Correct inaccuracies
- Request deletion
- Object to or restrict processing
- Withdraw consent
Requests should be sent to: hello@walfordvillagehall.co.uk
Complaints can be made to the Information Commissioner’s Office.
Changes
We may update this policy to reflect changes in regulations or hall operations. The latest version is always on the website.