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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 to us.
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.



Safeguarding Policy

1 Statement of Intent

* 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

2 Principles

* 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 request it.
* 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 this policy.
* 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 of booking.


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.

Allergen information
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 food safely.
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


* ensure 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 waste.


Foods 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


Making 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 are clean
* 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, you should:
* 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

Storing cakes
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 be affected
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 added product.
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.

Using jam jars
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 safety team.


Minutes of Trustees Meetings