General Data Protection Policy
Data protection is
about protecting people’s privacy. As well as large corporate
organisation it is also applicable to community groups who are
required to draw up their own policies. It is at the heart of
data protection law, including the new General Data Protection
Regulation (GDPR) that came into force in May 2018.
This statement is to
inform you of what happens to any personal data that you provide
What personal data will the Trustees hold? This may include; your
name and address, telephone numbers and email address, if you
have made a booking to use the hall’s facilities and may
include your bank account details. The information we hold will
have been provided by you and only obtained for the purposes of
hiring the village hall. We only collect data for which we have
a functional use and no data is collected unnecessarily.
Where do we store
this data? We take privacy very seriously this information is
held securely with the Bookings Clerk. It will either be held
electronically or in paper form. Records kept electronically are
password protected. Paper documents will be held in a locked cupboard.
How long will we keep this data? Financial data will be held for
up to 6 years in accordance with legal requirements. Other data
will only be held for as long as we have reasonable need.
What do we do with this data? We only use this data for the reasons
it has been collected and will not be shared with anyone else.
What are your rights?
As a data subject you have detailed rights including: right of
access to your own personal data, right of correct, erasure and
to object to the processing of your personal data. You have the
right to lodge a complaint with the regulator, the Information
Commissioners Office (ICO)
What are the implications
if you do not provide the data required? You may not be able to
book the village hall facilities.
If you require further information regarding this, please contact
the booking clerk whose contact details can be found on the website.
* Wacton Village Hall (WVH), its trustees, hirers and volunteers
have a duty to safeguard vulnerable users of the hall and its
premises and those who may come into contact with vulnerable users.
* They should respond to any concerns they may have regarding
the physical, sexual, emotional or psychological safety of a vulnerable
person or concerns relating to discriminatory or financial violation
or exploitation of a vulnerable person.
* This policy is in place to protect all vulnerable persons regardless
of gender, ethnicity, disability, sexuality, religion or faith.
This policy applies to all users of the village hall
* The welfare of the child or vulnerable adult is paramount and
is the responsibility of everyone. All children and vulnerable
adults, without exception, have the right to protection from abuse,
whether physical, verbal, sexual, bullying, exclusion or neglect.
Bullying, shouting, physical violence, sexism and racism towards
children will not be permitted or tolerated.
* The responsibility for ensuring the safety of children or vulnerable
adults while at the hall rest with the individual or organization
hiring the hall.
3 Policy Statement
* No member of the trustees, hirers, helpers or other volunteers
will have unsupervised access to children or vulnerable adults.
* All suspicions or allegations of abuse against a child will
be taken seriously and dealt with speedily and appropriately.
* All trustees, hirers, volunteers and other hall users need to
be aware of this policy, child protection, and vulnerable adult
issues. A copy of the appendices will be provided to all whom
* There will be a nominated and named Vulnerable Users representative
to who any suspicions or concerns should be reported. This person
is Christine Goreham.
* The trustees will endeavour to keep the premises safe for use
by children and vulnerable adults and they recognize that a higher
standard of safety is required where use is made by small children,
those who cannot read safety notices and disabled adults.
* Any organizations or individuals hiring the hall for the purposes
of holding activities involving children or vulnerable adults
are confirming by signing the terms and conditions of booking
that they have appropriate safeguarding policy in place.
* The Trust will ensure that hirers are made aware of their obligations
under the Licensing Act 2003 to ensure that alcohol is not sold
to those under the age of 18.
* This policy and procedures will be reviewed annually and updated
as appropriate in the interim periods.
4 Useful Procedures
* All trustees, hirers, volunteers and staff will be given information
about child protection awareness (https://www.nspcc.org.uk/what-you-can-do/get-expert-training/child-protection-introduction/).
* An annual review will take place following the AGM to allow
for any required up-date of policies and or procedures. New trustees,
volunteers and staff must be given an induction to this policy
and understand their responsibilities.
* A copy of the policy will be displayed for the attention of
all in the village hall and made available on request to hirers.
* Organizations hiring the hall for activities for children will
be asked to confirm that they have suitable Child Protection policies
in place before the first booking commences. Individuals hiring
the hall for activities for children will be made aware of this
policy. Organizations hiring the hall for activities specifically
involving vulnerable adults will be asked to confirm that they
have a suitable Vulnerable Adults Protection policy before the
first booking commences. Other organizations hiring the hall whose
activities may involve vulnerable adults will be made aware of
* The committee will require hirers to report any damage, breakages
or safety issues needing attention to the booking administrator,
who will inform the appropriate people. These will be dealt with
as soon as practicable, in the light of the circumstances, with
provision to prevent access by children and vulnerable adults
pending repair where appropriate.
* Contractors engaged to carry out work at the premises must not
be allowed unsupervised access to children or vulnerable adults.
All work should be undertaken when the hall is not in use, but
appropriate supervision will be arranged if it is necessary to
carry out work when the hall has been booked.
* If the premises might be used by more than one hirer, the attention
of hirers will be drawn to the need to ensure that children and
vulnerable adults are supervised when using toilets.
* The supervision of all groups remains the responsibility of
the people who hire the hall and sign the terms and conditions
FOOD STANDARDS AGENCY GUIDANCE
Providing food at community and charity events
Guidance on providing food in a village hall or other community
setting for volunteers and charity groups. It includes advice
on registration, certificates and allergen information.
Food supplied, sold or provided at charity or community events,
such as street parties, school fetes or fundraisers, must comply
with EU food law and be safe to eat.
If you handle, prepare, store and serve food occasionally and
on a small scale, you do not need to register.
You may need to register with your local authority as a food business
if you provide food on a regular and organised basis. Our guidance
on the application of EU food hygiene law gives practical examples
of community and charity events selling or supplying food. It
will help you decide whether your events will require registration.
If your activity does not need to be registered as a food business,
you don’t have to provide information for consumers about
allergens present in the food as ingredients. However, we recommend
that you do so as best practice. If you are a registered food
business, you will need to comply with the allergen rules.
Food hygiene certificates
You do not need a food hygiene certificate to make and sell food
for charity events. However, you need to make sure that you handle
Keeping food safe Following the 4Cs of food hygiene, cleaning,
chilling, cooking and avoiding cross-contamination will help you
prepare, make and store food safely.
Here are some general practical tips for when you're making food
for large numbers of people:
* prepare food in advance and freeze it, if you can, but ensure
the food is properly defrosted before you use it
* wash your hands regularly with soap and water, using hand sanitizers
if hand washing facilities are not available
* always wash fresh fruit and vegetables
* keep raw and ready-to-eat foods apart
* do not use food past its use-by date
* always read any cooking instructions and make sure food is properly
cooked before you serve it
that food preparation areas are suitably cleaned and sanitised
after use and wash any equipment you are using in hot soapy water
* keep food out of the fridge for the shortest time possible
* Food that needs to be chilled, such as sandwich fillings served
as part of a buffet, should be left out of the fridge for no more
than four hours. After this time, any remaining food should be
thrown away or put back in the fridge. If you put the food back
in the fridge, don't let it stand around at room temperature when
you serve it again.
* Use-by dates
* Use-by dates show how long the food remains safe to eat or drink.
Check and follow the use-by dates of the food you serve. Food
cannot be supplied in any circumstances if its use-by date has
passed. This also applies if you are supplying people with packaged
food from a food bank. * WRAP date labelling guidance provides
advice on how to safely redistribute surplus food and avoid food
that need extra care
Some foods such as raw milk, raw shellfish, soft cheeses, pâté,
and foods containing raw egg and cooked sliced meats are more
likely to cause food poisoning than others. If you serve any of
these foods, consult the Foods which need extra care section in
the Safer food better business pack.
You can serve home-made cakes at community events. They should
be safe to eat, as long as:
* the people who make them follow good food hygiene advice
* the cakes are stored and transported safely
and transporting cakes
If you make a cake at home:
* use recipes from reputable sources
* always wash your hands before preparing food
* make sure that surfaces, bowls, utensils, and any other equipment
* don't use raw eggs in anything that won't be thoroughly cooked,
such as icing or mousse
* keep cheesecakes and any cakes or desserts containing fresh
cream in the fridge
* store cakes in a clean, sealable container, away from raw foods
On the day, when you bring in cakes from home or run the stall,
* transport cakes in a clean, sealable container
* make sure that cheesecake and any cakes or desserts containing
fresh cream are left out of the fridge for the shortest time possible,
ideally not longer than four hours
* when handling cakes use tongs or a cake slice
You can keep cakes and baked goods with high sugar content in:
* airtight containers - this will prevent mould growth through
absorption of moisture from the atmosphere
* the fridge - cakes will last for longer, but their quality may
Any cakes with high moisture additions, such as cream, added after
baking, should not be left at room temperature. They must be stored
chilled (in the fridge) and eaten within the shelf-life of the
There are some types of icing, such as ganache and buttercream
that can be kept outside the fridge. It’s best to store
them somewhere cool and dry. Check the guidelines for storage
of the particular icing product you will be using.
It is safe to re-use glass jam jars occasionally to supply home-made
jam or chutney as long as the jars are properly washed. If jam
jars are re-used, they should be free from chips and cracks, and
should be sterilised prior to each use. Well-fitting lids will
also minimise any hygiene risks to the food in the jars.
The regulations on food contact materials, which may limit the
re-use of jam jars, apply to businesses. These regulations are
highly unlikely to apply to the use of jam jars for occasional
community and charity food provision. If you have any concerns
about the re-use of jam jars, contact your local authority food
of Trustees Meetings