Bishops Nympton Parish Hall Mission Statement

This Parish Hall is held in Trust for the use of the inhabitants of the Parish of Bishops Nympton, and the neighbourhood in the County of Devon. Its use is for meetings, education, recreation and leisure occupations, with the object of improving the conditions of life in the above area of benefit.

The Charity: The Hall is a registered charity No 1138614 and is vested with the Official Custodian of Charities.

The Management Committee (Trustees) are responsible for the running of the organisation.

The Trustees consist of elected, representative, and co-opted members.

It is also a Private Limited Company by Guarantee without share capital use of ‘Limited’ exemption Company No: 07353770 Incorporated on 23 August 2010

Meetings are held bi-monthly, with an AGM in the autumn of each year. The AGM is open to members of the public.

The Property; buildings and land are owned by the Trustees.

Bishops Nympton Parish Hall Financial Policy

Hall’s financial responsibilities are:

  1. The Committee shall present to each annual general meeting there port and accounts of the charity for the preceding year.
  2. Any sum of cash at any time belonging to the charity and not needed as a balance for working purposes shall (unless otherwise directed by the Charity Commissioners) be invested.

Flowing from these duties is the fundamental obligation of all charity trustees to protect the property of their charity and to secure its application for the objects of the charity. In order to discharge this duty it is essential that there are adequate internal financial controls over the charity’s assets and their use.

Controls are a necessary feature of any well-run organisation. Because of the special characteristics of the charitable sector, they play an essential part in helping to show potential donors and beneficiaries that the charity’s property is safeguarded, and that its management is efficient.

That is why Bishops Nympton Parish Hall accepts and implements the guidance provided by the Charity Commissioners in the management of its operations, as follows:

  • The trustees of the Hall are under a duty to ensure that the charity keeps proper books and records, and that annual accounts are prepared. In many cases, the trustees must also prepare an Annual Report. The Annual Report and accounts should conform to any relevant requirements and recommendations.
  • Trustees must ensure that the accounts are subjected to external scrutiny if that is required by legislation or by the charity’s governing document.
  • Trustees need to formally approve the charity’s Annual Report and accounts.

It is recommended that all trustees be provided with copies of the charity’s report and accounts each year. New trustees ought to be given a copy of the latest accounts on appointment, together with other essential documents such as the governing document, and information about the charity’s history.

Controls over expenditure

It is important for trustees to bear in mind that they are responsible for all expenditure of charitable funds and have to account for how the charity’s funds have been applied.

 Controls over purchases

Trustees have a responsibility to ensure that adequate checks are made to both confirm that purchases have been properly authorised, and that goods or services ordered have actually been received.

Trustees’ liabilities

No system of controls, however elaborate, can guarantee that a charity will be totally protected against abuse. Trustees often express concern about the extent of their personal liability in the event of any loss to the charity through misappropriation or misapplication of its funds. Having sufficiently rigorous controls provides not only protection for the charity property but also forms the best defence against a charge of failing to protect the charity’s funds and thereby being in breach of trust. If funds are lost through trustees neglecting their duty of care they could be held personally liable to repay to the charity the funds lost. However, if reasonable controls are  in place then trustees are unlikely to find themselves in the position of having to make good any such loss.

The liability of each member of the Private Company Limited by Guarantee is £1

A web search under Bishops Nympton Parish Hall Trust @ Company’s House details the Articles of Association under The Companies Act 2006 has all this information in detail.

Bishops Nympton Parish Hall Hiring Policy

Any part of the building is available for hire for any lawful purpose, but

the Management Committee reserves the right to refuse a hiring

without giving any reason.

No one under the age of 18 can hire the hall or any part thereof. All hire is subject to the terms & conditions set by the Management Committee in the hiring agreement and the conditions pertaining to the public entertainments licence.

Usually payment must be made in advance and for most events an additional bond or deposit against damage is required.

Bishops Nympton Parish Hall Equal Opportunities Policy

It is the policy of the Management Committee not to discriminate directly or indirectly against anybody (whether staff, volunteers, committee members, users or the community in general) on the grounds of race, gender, sexual orientation, age, disability, religious or political beliefs or marital status.

Bishops Nympton Parish Hall Health and Safety Policy

Our policy is to:

  • Provide healthy and safe working conditions, equipment and systems of work for our employee(s), volunteers, committee members and hirers.
  • Keep the village hall and equipment in a safe condition for all users.
  • Provide such training and information as is necessary for staff, volunteers and users.

It is the intention of Bishops Nympton Parish Hall Management Committee to comply with all Health and Safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.

Bishops Nympton Hall Management Committee considers the promotion of the health and safety of its employees at work and those who use its premises, including contractors who may work there, to be of great importance. The management committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe  systems of work. To this end, it will seek to encourage employees, committee members and users to engage in the establishment and observance of safe working practices.

Employees, hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.

Bishops Nympton Parish Hall Policy for Activities Involving Children & Vulnerable Adults.

Providing children and young people with appropriate safety and protection whilst in Bishops Nympton Parish Hall.

To endeavour to make sure that the hirers are aware that they are responsible to ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.

Bishops Nympton Parish Hall – Data Protection Policy and Procedures

The Trustees are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Bishops Nympton Parish Hall. This personal information must be collected and handled securely.

The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs.

The charity will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy.

Purpose

The purpose of this policy is to set out the Trustees commitment and procedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen.

The following are definitions of the terms used:

Data Controller – the trustees who collectively decide what personal information Bishops Nympton Parish Hall will hold and how it will be held or used.

Act means the Data Protection Act 1998 and General Data Protection Regulations – the legislation that requires responsible behaviour by those using personal information.

Data Protection Officer – the person responsible for ensuring that Bishops Nympton Parish Hall follows its data protection policy and complies with the Act. [BNH is not required to appoint a DPO].

Data Subject – the individual whose personal information is being held or processed by BNH for example a donor or hirer.

‘Explicit’ consent – is a freely given, specific agreement by a Data Subject to the processing of personal information about her/him.

Explicit consent is needed for processing “sensitive data”, which includes:

(a) Racial or ethnic origin of the data subject

(b) Political opinions

(c) Religious beliefs or other beliefs of a similar nature

(d) Trade union membership

(e) Physical or mental health or condition

(f) Sexual orientation

(g) Criminal record

(h) Proceedings for any offence committed or alleged to have been committed

Information Commissioner’s Office (ICO) – the ICO is responsible for implementing and overseeing the Data Protection Act 1998.

Processing – means collecting, amending, handling, storing or disclosing personal information.

Personal Information – information about living individuals that enables them to be identified – e.g. names, addresses, telephone numbers and email addresses. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers.

The Data Protection Act

This contains 8 principles for processing personal data with which we must comply.

Personal data:

  1. Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,
  2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,
  3. Shall be adequate, relevant and not excessive in relation to those purpose(s),
  4. Shall be accurate and, where necessary, kept up to date,
  5. Shall not be kept for longer than is necessary,
  6. Shall be processed in accordance with the rights of data subjects under the Act,
  7. Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,
  8. Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.

Applying the Data Protection Act within the charity

We will let people know why we are collecting their data, which is for the purpose of managing [the hall], its hirings and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees, staff and volunteers.

Correcting data

Individuals have a right to make a Subject Access Request (SAR) to find out whether the charity holds their personal data, where, what it is used for and to have data corrected if it is wrong, to prevent use which is causing them damage or distress, or to stop marketing information being sent to them. Any SAR must be dealt with within 30 days. Steps must first be taken to confirm the identity of the individual before providing information, requiring both photo identification e.g. passport and confirmation of address e.g. recent utility bill, bank or credit card statement.

Responsibilities

Bishops Nympton Parish Hall is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for.

The management committee will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management, strict application of criteria and controls:

a) Collection and use information fairly.

b) Specify the purposes for which information is used.

c) Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements.

d) Ensure the quality of information used.

e) Ensure the rights of people about whom information is held, can be exercised under the Act.

These include:

i) The right to be informed that processing is undertaken.

ii) The right of access to one’s personal information.

iii) The right to prevent processing in certain circumstances, and

iv) the right to correct, rectify, block or erase information which is regarded as wrong information.

f) Take appropriate technical and organisational security measures to safeguard personal information,

g) Ensure that personal information is not transferred abroad without suitable safeguards,

h) Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information,

i) Set out clear procedures for responding to requests for information.

All trustees, staff and volunteers are aware that a breach of the rules and procedures identified in this policy may lead to action being taken against them.

The Data Protection Officer will be responsible for ensuring that the policy is implemented and will have overall responsibility for:

a) Everyone processing personal information understands that they are contractually responsible for following good data protection practice

b) Everyone processing personal information is appropriately trained to do so

c) Everyone processing personal information is appropriately supervised

d) Anybody wanting to make enquiries about handling personal information knows what to do

e) Dealing promptly and courteously with any enquiries about handling personal information.

f) Describe clearly how the charity handles personal information

g) Will regularly review and audit the ways it holds, manages and uses personal information

h) Will regularly assess and evaluate its methods and performance in relation to handling personal information.

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998.

In case of any queries or questions in relation to this policy please contact [the Data Protection Officer].

Procedures for Handling Data & Data Security

Bishops Nympton Parish Hall has a duty to ensure that appropriate technical and organisational measures and training are taken to prevent:

  • Unauthorised or unlawful processing of personal data
  • Unauthorised disclosure of personal data
  • Accidental loss of personal data

All trustees, staff and volunteers must therefore ensure that personal data is dealt with properly no matter how it is collected, recorded or used. This applies whether or not the information is held on paper, in a computer or recorded by some other means e.g. tablet or mobile phone.

Personal data relates to data of living individuals who can be identified from that data and use of that data could cause an individual damage or distress. This does not mean that mentioning someone’s name in a document comprises personal data; however, combining various data elements such as a person’s name and salary or religious beliefs etc. would be classed as personal data, and falls within the scope of the DPA. It is therefore important that all staff consider any information (which is not otherwise in the public domain) that can be used to identify an individual as personal data and observe the guidance given below.

Privacy Notice and Consent Policy

The private notice and consent policy are as follows:

Consent forms will be stored by the Secretary in a securely held electronic or paper file. Operational Guidance

Email:

All trustees, staff and volunteers should consider whether an email (both incoming and outgoing) will need to be kept as an official record. If the email needs to be retained it should be saved into the appropriate folder or printed and stored securely.

Remember, emails that contain personal information no longer required for operational use, should be deleted from the personal mailbox and any “deleted items” box.

Phone Calls:

Phone calls can lead to unauthorised use or disclosure of personal information and the following precautions should be taken:

  • Personal information should not be given out over the telephone unless you have no doubts as to the caller’s identity and the informa­tion requested is innocuous.
  • If you have any doubts, ask the caller to put their enquiry in writing.
  • If you receive a phone call asking for personal information to be checked or confirmed be aware that the call may come from some­one impersonating someone with a right of access.

Laptops and Portable Devices:

All laptops and portable devices that hold data containing personal information must be protected with a suitable encryption program (password).

Ensure your laptop is locked (password protected) when left unattended, even for short periods of time.

When travelling in a car, make sure the laptop is out of sight, preferably in the boot.

If you have to leave your laptop in an unattended vehicle at any time, put it in the boot and ensure all doors are locked and any alarm set.

Never leave laptops or portable devices in your vehicle overnight.

Do not leave laptops or portable devices unattended in restaurants or bars, or any other venue.

When travelling on public transport, keep it with you at all times, do not leave it in luggage racks or even on the floor alongside you.  

Data Security and Storage:

Store as little personal data as possible on your computer or laptop; only keep those files that are essential. Personal data received on disk or memory stick should be saved to the relevant file on the server or laptop. The disk or memory stick should then be securely returned (if applicable), safely stored or wiped and securely disposed of.

Always lock (password protect) your computer or laptop when left unattended.

Passwords:

Do not use passwords that are easy to guess. All your passwords should contain both upper and lower-case letters and preferably contain some numbers. Ideally passwords should be 6 characters or more in length.

Protect Your Password:

Common sense rules for passwords are: do not give out your password
Do not write your password somewhere on your laptop
Do not keep it written on something stored in the laptop case. 

Data Storage:

Personal data will be stored securely and will only be accessible to authorised volunteers or staff.

Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. For financial records this will be up to 7 years. For employee records see below. Archival material such as minutes and legal documents will be stored indefinitely. Other correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire.

All personal data held for the organisation must be non-recoverable from any computer which has been passed on/sold to a third party.

Information Regarding Employees or Former Employees:

Information regarding an employee or a former employee, will be kept indefinitely. If something occurs years later it might be necessary to refer back to a job application or other document to check what was disclosed earlier, in order that trustees comply with their obligations e.g. regarding employment law, taxation, pensions or insurance.

Accident Book:

This will be checked regularly. Any page which has been completed will be removed, appropriate action taken and the page filed securely.

Data Subject Access Requests:

We may occasionally need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data (including sensitive data) without the data subject’s consent are:

a) Carrying out a legal duty or as authorised by the Secretary of State Protecting vital interests of a Data Subject or other person eg. child protection

b) The Data Subject has already made the information public

c) Conducting any legal proceedings, obtaining legal advice or defending any legal rights

d) Monitoring for equal opportunities purposes – i.e. race, disability or religion

We regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal.

We intend to ensure that personal information is treated lawfully and correctly.

Risk Management:

The consequences of breaching Data Protection can cause harm or distress to service users if their information is released to inappropriate people, or they could be denied a service to which they are entitled. Trustees, staff and volunteers should be aware that they can be personally liable if they use customers’ personal data inappropriately. This policy is designed to minimise the risks and to ensure that the reputation of the charity is not damaged through inappropriate or unauthorised access and sharing.

Bishops Nympton Parish Hall CCTV Policy

Bishops Nympton Parish Hall Trustees have the responsibility for the operation and monitoring of the system.

Introduction

This policy is to control the management, operation, use and confidentiality of the CCTV system operated by Bishops Nympton Parish Hall Trustees.

The policy was agreed after taking due account of the General Data Protection Regulations 2018 and the Home Office Surveillance Camera Code of Practice.

This policy will be subject to periodic review by the Trustees to ensure that it continues to reflect the public interest and that the system meets all legislative requirements.

Code of Practice

The Trustees follow the 12 guiding principles issued by the Home Office “Surveillance Camera Code of Practice”.

These cover:

  • need and purpose of the installation
  • protection of privacy
  • accountability of the operator
  • an agreed policy
  • security of recorded data
  • restriction of access to data
  • competency of equipment and operators
  • authorisation of access to data
  • review of system operation
  • support for public safety and law enforcement
  • use of reference databases

 

CCTV installation

One camera covers the car park & entrance to the Community Shop and Post Office

One cameras covers the back car park and entrance to the Community Club.

One camera covers the bust of Johnny Kingdom, approach to the hall and bottom car park.

One camera, situated above the bar in the main hall and covers the majority of the halls floor area.

All are operated through a single account which provides access through internet connection. All are fixed cameras and record with black and white images.  The system does not have sound recording capability.

In areas where CCTV is used, the Trustees will ensure that there are prominent signs placed within the controlled area.

Statement of Purpose

To provide a safe and secure environment for the benefit of those who use the listed premises.

The cameras will be used for the following purposes:

To deter any vandalism of property on site and to prevent, deter and detect crime, fraud and disorder;

To assist the police, Trustees and other Law Enforcement Agencies with identification, detection, apprehension and prosecution of offenders by examining and using retrievable evidence relating to crime, public order or contravention of bye-laws;

To deter potential offenders by publicly displaying the existence of CCTV, having cameras clearly sited that are not hidden and signs on display in areas being monitored;

To assist all “emergency services” to carry out their lawful duties.

To comply with insurance company recommendations about security of premises.

Privacy

The system will not be used to invade the privacy of any individual, except when carried out in accordance with the law.

All authorised operators with access to images are aware of the procedures that need to be followed when accessing the recorded images. All operators are aware of the restrictions in relation to, access to and disclosure of, recorded images.

Cameras are mounted in such a way as to avoid pointing directly at occupied properties, and care will be taken to ensure that reasonable privacy expectations are not violated.

Other than for routine testing purposes, real-time CCTV images will not be monitored.

Accountability and policy

The Parish Hall Trustees will be responsible for the operation, control and access to the CCTV system. This policy is agreed by the Trustees and will be reviewed annually from the date of the policy. Any complaints about the policy or the operation of the CCTV system should be addressed to the Secretary at the next Hall meeting. This policy is displayed in the Village hall and on the hall website

Security of data and access

Data and images are recorded on digital recorders which store data for approximately 30 days, after which it is overwritten. Weekly checks are made to ensure time and date are set accurately and that the system is functioning correctly. Only individuals authorised by the Trustees are given access the system.

Authorisation

The Hall Trustees have nominated two Trustees to be responsible for the operation of the CCTV system and have access to the recorded data. These are named at the end of this policy.

Review

The policy and need for the system will be reviewed annually and weekly checks will be made on the accuracy of the data recording system.

Public safety and law enforcement.

The recorded data will only be viewed by authorised operators when an incident or request is notified to the Trustees.

No public access will be allowed to the monitors except for lawful, proper and sufficient reason.

Police will be given access to recordings if they have reason to believe that such access is necessary to investigate, detect or prevent crime. Any request or viewing by the Police to view images will be logged by the Hall Secretary.

Reference databases

The Trustees will not compare recordings with reference databases but accepts that this might be a consequence of police activity. If an incident is reported that might indicate a criminal offence the police will be invited to review data evidence. Incidents will be logged by the Hall Secretary.  Number plate recognition is not included in the system.

 Subject Access Requests

Individuals have the right to request access to CCTV footage relating to themselves under the GDPR. The Hall Trustees will have due respect to the privacy of others who might be included in recorded images.

Individuals submitting applications for a review of CCTV recordings will be required to provide sufficient information to enable the request to be considered and for the relevant footage to be located. This will include the date, time, location, and nature of the incident.

The Hall Trustees reserves the right to refuse to examine CCTV footage for minor or trivial events, or where dates and times cannot be provided, or if the likelihood of the event being captured by the CCTV system is low.

Individuals submitting requests for access may be required to provide proof of identity.

The Parish Hall Trustees would be unable to provide copies of recorded images where this would prejudice the legal rights of other individuals or during a Police investigation.

This policy was agreed by Bishops Nympton Parish Hall Trustees at the meeting on: 17th February 2022

The authorised operators of the installation are:

Chairperson

Treasurer

Communications about the operation of the CCTV system, including complaints, can be sent to:

 The Secretary

bishnymhall@gmail.com or initial enquiries phone 07305 812174

This policy was adopted by the Trustees at a meeting held on Monday 18th June 2018