Room Bookings (Braintree Town Hall, I-construct) - Privacy policy

Why we collect your data: We will protect and respect your privacy.
This privacy notice covers the information we need when you hire a room at the Town Hall.

We have created this notice to clarify how we:
collect personal data
store personal data
process personal data

We have measures in place to protect your privacy throughout this process.

We are the Data Controller for the personal information you provide.
Categories of personal data: We will process the following personal data to provide your room hire booking:
titles
names
addresses
phone numbers
email addresses
photographs
bank or card payment details
financial details to process invoices and payments
other relevant information for your booking such as special requirements
Purpose for processing: We process your data to:
provide you with suitable facilities for your room booking
contact you about your booking
to invoice you for payment or process a refund

We use the information you provide to meet our statutory monitoring and reporting duty. Some of this information is optional and you can choose not to complete this.

We use your information for statistical purposes
to provide reports on the use of the Town hall
to help us monitor and develop our services

We don't include any information in our statistics that someone can use to identify you.

If you have provided your explicit consent by completing our photo consent form we may use photos in our marketing material, including social media, to
promote room Hire at the Town Hall
publicise celebrations and events held at the Town Hall
[build note need to link to form]
Lawful basis for processing personal data: We process your data on a lawful basis.

We process your data to perform a public task.

We need the information you provide suitable facilities when hiring
rooms at the Town Hall

We process your data where you have given us your explicit consent.
Providing accurate information: It is important that we hold accurate and up to date information about you. This helps us assess your needs and deliver appropriate services.

You must tell us immediately if any of your details change so that we can update your records.

It is an offence to:
give false statements
withhold information
fail to disclose changes in circumstances

We will not:
make any decisions about you based on automated processing
send your data abroad
store your data abroad
CCTV: We operate CCTV in and around the Town Hall.

We use the footage we record for the prevention and detection of crime and to protect public safety.

We display clear signs where we operate fixed CCTV cameras.
Sharing information: We may share your information with
other departments within the Council
our finance department who will use your information to process invoice and issue refunds

We will only share your personal information with third parties if you have given us your explicit consent.

We will only disclose information to other organisations if we have a legal duty to release data to:
prevent or detect fraud
prevent or detect crime
protect public funds
Data retention: We only keep your data for as long as necessary.

We keep the personal information you provide for two years after your booking.

After this time, we destroy your information in a secure way.

You can contact us for full details of how long we keep information and data.
Your rights: You can read our privacy page to find out:
how we maintain the security of your information
what rights you have to access your information
how to correct or remove your information

If you have any questions or want to find out more information you can phone or email our Data Protection Officer.

If you are unhappy with how we have processed your personal information, contact the Information Commissioner's Office.
Contact details: Data Protection Officer
Braintree District Council
Causeway House
Bocking End
Braintree CM7 9 HB
01376 552525
DPO@braintree.gov.uk