Privacy Policy

Effective Date: 16th January 2026

The Richmond Memorial Hall (Scottish Charity Number SC010944) is the community hall for Tomintoul, Scotland and surrounding areas, and for the purposes of this document, we act as the “Data Processor” and “Data Controller“.

The Richmond Memorial Hall Association are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you interact with us through our website, services, and communications.

1. Information We Collect

We may collect and process the following types of personal data about you:

• Personal Identification Information: (e.g., name, email address, phone number)
• Transaction Information: (e.g., details of the services you purchase)
• Technical Data: (e.g., IP address, browser type, operating system, referring URLs, device information)
• Usage Data: (e.g., pages visited, time spent on site, interaction with content)
• Booking Data: when you make a booking with the hall, we collect contact information, details about the booking plus confirmation you have read our terms and conditions, and safety policies.
• Trustee Information: By law, we are required to collect your name, date of birth, address and contact details and share these with OSCR, the Scottish Charity Regulator. OSCR will only publish your name
• Volunteer Information: we will collect your name, contact details, and any skills you believe can assist the hall. 

2. How We Use Your Information

We use your personal data for the following purposes:

• Service Delivery: To provide and maintain our services, including managing bookings or accounts.
• Communication: To respond to inquiries and notify you of changes to our services.
• Improvement: To improve our website, products, and services through analytics and user feedback.
• Legal Compliance: To comply with legal obligations, such as tax requirements, fraud prevention, and law enforcement.

3. Legal Basis for Processing Personal Data

We process your personal data based on one or more of the following legal bases:

• Consent: When you have given clear consent for us to process your personal data for a specific purpose.
• Contractual Necessity: When the processing is necessary to perform a contract we have with you, such as providing a service.
• Legal Obligation: When we are required to process your data to comply with a legal obligation.
• Legitimate Interests: Where the processing is in our legitimate interests and not overridden by your data protection rights (e.g., improving our services).

4. How We Share Your Information

We do not sell your personal data. However, we may share your information with:

• Service Providers: (e.g., payment processors, hosting providers) who help us operate our services.
• Legal and Regulatory Authorities: When required by law or in response to legal proceedings.

5. How We Protect Your Information

We take the security of your personal data seriously and implement the following measures:

• Encryption of sensitive data during transmission and storage.
• Regular reviews of security practices and risk management processes.
• Limited access to personal data to authorized personnel only.

6. Data Retention

We will retain your personal data for as long as necessary to fulfill the purposes we collected it for, including the purposes of satisfying any legal, accounting, or reporting requirements. After that, we will securely delete or anonymize your data.

For bookings, we will retain the data for no more than two years.

For trustees, we will maintain the details required to meet our legal obligations with charity regulators. We will delete this data if you decide to no longer be a trustee.

For volunteers, we will retain your details as long as you act as a volunteer with ourselves, or until you withdraw your consent, which you can do at any time by contacting us. We may also periodically contact you to reconfirm your interest.

7. Your Data Protection Rights

Under GDPR and other relevant laws, you have the following rights:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of any inaccurate data we hold about you.
• Right to Erasure: Request the deletion of your personal data where it is no longer necessary for the purposes collected.
• Right to Restrict Processing: Request that we restrict the processing of your data under certain circumstances.
• Right to Data Portability: Request to receive your data in a structured, commonly used, and machine-readable format.
• Right to Object: Object to the processing of your data where we rely on legitimate interests.
• Right to Withdraw Consent: Where you have provided consent to the collection or processing of your data, you may withdraw your consent at any time.

To exercise any of these rights, please contact us at secretary@richmondmemorialhall.org.uk.

If you are not satisfied with our response or believe we are processing your personal data in a way that is not lawful, you can complain to the UK Information Commissioner’s Office (ICO). www.ico.org.uk

9. Cookies and Tracking Technologies

We use cookies and similar technologies to collect information about your usage of our website. For detailed information, please refer to our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy does not apply to those sites, and we are not responsible for their privacy practices.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new Privacy Policy on this page. Please review this policy periodically.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or your personal data, please contact us at:

Richmond Memorial Hall
Tomnabat Lane,
Tomintoul,
Moray,
AB37 9EZ
secretary@richmondmemorialhall.org.uk