Privacy Policy

Who we are

We are Orpington Village Hall, 311 High Street, Orpington, Kent, BR6 0NN

Our website address is: https://orpingtonvillagehall.org.uk.

What personal data we collect and why we collect it

Newsletter sign-ups

Orpington Village Hall do not collect, and have never collected, email addresses from any sources other than:

  • By opting in online through our website (explicit consent requires that each contact takes an action to consent).
  • By signing up at an event on our physical mailing list forms (requiring the contact to fill-in their own details).

You can unsubscribe at any point and you will be deleted from our list.

MailChimp

To send email campaigns to you we use a very popular provider called MailChimp.

All MailChimp forms collect the email address, IP address, and timestamp associated with everyone who submits the form.

This means you consent to us using this information to:

  • Transfer your contact information to MailChimp
  • Store your contact information in our MailChimp account
  • Send you marketing emails from our MailChimp account
  • Track interactions (for example, whether you opened the email, if you clicked a link and which link it was) for email marketing and ad placement purposes.

Further information can be found here: MailChimp Privacy Policy

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload or share images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

We ask interested parties to submit their details through a contact form embedded into the website, so that we can ensure we get all the necessary information from them to help them with their enquiry.

The default configuration of Contact Form 7, the plugin used on the Orpington Village Hall website, in itself, does not:

  • track users by stealth;
  • write any user personal data to the database;
  • send any data to external servers;
  • use cookies.

If certain features in this plugin are activated, the contact form submitter’s personal data, including their IP address, may be sent to the service provider. These features are managed by the following service providers:

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use Google Analytics to track user interaction.

This information is used to determine the number of people using our site, to better understand how they find and use our web pages and to track their journey through the website.

Although Google Analytics records data such as your approximate geographical location, device, internet browser and operating system, none of this information personally identifies you to us.

Google Analytics also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. Google Analytics makes use of cookies, details of which can be found on Google’s developer guides.

Further information can be found here: Google Privacy Policy

Who we share your data with

Apart from the third-party service providers listed within this document, we do not share your data with anyone.

How long we retain your data for

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Your contact information

The data controller of this website is Lucy Jervis, Facilities Manager at Orpington Village Hall. Should you have any queries about your data, please contact admin@orpingtonvillagehall.org.uk.

Additional information

How we protect your data

All staff that come into contact with personal data have been trained in how to manage it safely and securely. Any data submitted to us for use in future correspondence is securely stored in GDPR compliant third-party databases.

What data breach procedures we have in place

We will report any unlawful data breach of this website’s database or the database(s) of any of our third-party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.