Data Protection Policy

Hemingford Peace Memorial Field
Registered Charity. Number 302642


The Trustees of the Hemingford Peace Memorial Field consider data protection is of the highest importance. All data is treated as highly confidential and is never passed to anyone outside of those authorised.

We do not automatically obtain data from anyone accessing the Pavilion website which is primarily a source of information for our visitors.

The data we retain falls into 4 categories:

Sports and Social Membership – Application Forms and Access Database

Hall Hire – Booking Forms and Google Calendar

Conferences – Booking Forms and Google Calendar

Master email database – Only members who have confirmed their approval to use their emails for Pavilion promotions are included in the database

Sports and Social Membership: Application forms are completed by the prospective member and input to an Access Database.

Hall Hire / Conferences: Bookings for the Hayward Hall, Chris Page Room and Playing Field are recorded in Google calendar to support the management of the activity. The personal data collected is only the contact information necessary to manage the activity.
Booking information is posted to Google Calendar. Access to the Calendar is restricted to the Bar Manager, Hall Hire Manager, Conference Manager and selected Trustees. Permission to extend this access is made through the Data Processing Contact (DPC)

Master email database: This is a list of email addresses that has been accumulated over the years using data received from our constituent clubs and regular users. All the email addresses relate to people who are or have been members of a constituent club or a regular user of the facility. It is only used to promote Pavilion events.

No information from our Hall Hire or Conference activities are added to the email database

Access to the email database is restricted to the DPC and those he gives permission to prepare Pavilion promotions.

On each email sent we provide an opportunity for the recipient to unsubscribe from the list.
The data we hold is only an email address.

Our method of sending out promotional emails ensures that no other recipient is aware of any other email.

John Jenkin
Data Protection Contact
Hemingfords Peace Memorial Field