Policies and Legal Information
War Memorial Hall is committed to operating transparently and in compliance with all relevant legislation. This page contains our key policies and legal information for users, volunteers, and the wider community.
Privacy Policy
Last updated: December 2025
Who We Are
War Memorial Hall (Charity Number: 245237) is a registered charity based in Frating, Essex. We are the data controller for personal information collected through this website and our hall operations.
Contact: War Memorial Hall, Main Road, Frating, Colchester, Essex, CO7 7DJ
Email: tcuthbertpc@hotmail.com
Telephone: 01206 250977
What Information We Collect
We may collect and process the following personal information:
- Contact details – Name, address, email address, telephone number
- Booking information – Event details, dates, times, payment information
- Communication records – Correspondence relating to bookings, enquiries, or complaints
- Website usage data – Anonymous information about how you use our website (see Cookie Policy)
- Volunteer information – Details of committee members and volunteers
- Donation records – Information relating to financial contributions and Gift Aid declarations
How We Use Your Information
We use personal information for the following purposes:
- Processing and managing hall bookings
- Responding to enquiries and communications
- Administering donations and Gift Aid claims
- Managing volunteer and committee records
- Complying with legal and regulatory requirements
- Sending updates about hall activities (with your consent)
Legal Basis for Processing
Under UK data protection law (UK GDPR), we process personal information on the following bases:
- Contract – To fulfil booking agreements and provide services
- Consent – For marketing communications and optional data sharing
- Legitimate interests – For operational management and charity administration
- Legal obligation – To comply with charity law, tax requirements, and other regulations
Data Retention
We retain personal information only for as long as necessary:
- Booking records: 6 years (for accounting and legal purposes)
- Gift Aid declarations: 6 years after the last donation
- General enquiries: 2 years unless ongoing relationship
- Marketing consent: Until withdrawn
Your Rights
Under data protection law, you have rights including:
- Access – Request a copy of your personal data
- Rectification – Request correction of inaccurate data
- Erasure – Request deletion of your data (subject to legal requirements)
- Restriction – Request limitation of processing
- Portability – Request transfer of data to another organisation
- Objection – Object to processing based on legitimate interests
- Withdraw consent – Withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact us using the details above. We aim to respond within one month.
Data Sharing
We do not sell or share personal information with third parties for marketing purposes. We may share information with:
- HMRC (for Gift Aid claims)
- The Charity Commission (for regulatory compliance)
- Service providers who process data on our behalf (under appropriate contracts)
- Law enforcement or regulatory bodies when required by law
Data Security
We take appropriate measures to protect personal information, including secure storage of physical records and password protection for digital files. However, no data transmission over the internet is completely secure, and we cannot guarantee the security of information transmitted electronically.
Complaints
If you have concerns about how we handle your personal information, please contact us. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk.
Accessibility Statement
Last updated: December 2025
Our Commitment
War Memorial Hall is committed to making our website and physical facilities as accessible as possible to everyone, including people with disabilities.
Website Accessibility
We have designed this website with accessibility in mind:
- Semantic HTML – Proper heading structure and landmarks for screen readers
- Keyboard navigation – All interactive elements accessible via keyboard
- Skip links – Allow users to bypass navigation and jump to main content
- Text alternatives – Images include descriptive alt text
- Colour contrast – Text and backgrounds meet WCAG 2.1 AA contrast requirements
- Responsive design – Website adapts to different screen sizes and devices
- Clear language – Content written in plain, understandable English
Accessibility Standards
We aim to meet the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards. While we strive for full compliance, we acknowledge that some areas may need improvement.
Physical Accessibility
Regarding the hall building:
- The hall is accessible at ground level
- Accessible toilet facilities are available
- Parking is available close to the entrance
- We welcome assistance dogs
If you have specific accessibility requirements, please contact us before your visit so we can discuss how to accommodate your needs.
Feedback and Improvements
We welcome feedback on accessibility. If you experience any barriers using our website or facilities, please contact us:
- Email: tcuthbertpc@hotmail.com
- Telephone: 01206 250977
We take all feedback seriously and will work to address any issues raised.
Safeguarding Policy
Last updated: December 2025
Our Commitment
War Memorial Hall is committed to safeguarding and promoting the welfare of children, young people, and adults at risk who use our facilities. We recognise our responsibility to take all reasonable steps to promote safe practice and protect individuals from harm, abuse, and exploitation.
Scope
This policy applies to:
- Committee members and trustees
- Volunteers working on behalf of the hall
- Hirers using the hall for activities involving children or vulnerable adults
- All activities and events held at the hall
Key Principles
- The welfare of children and adults at risk is paramount
- All individuals have the right to protection from abuse regardless of age, disability, gender, racial heritage, religious belief, sexual orientation, or identity
- All concerns and allegations of abuse will be taken seriously and responded to appropriately
- We will work in partnership with other agencies to safeguard and promote welfare
Responsibilities of Hirers
Organisations and individuals hiring the hall are responsible for:
- Ensuring appropriate supervision of children and vulnerable adults during their activities
- Having their own safeguarding policies and procedures in place where required
- Ensuring staff and volunteers have appropriate DBS checks where necessary
- Reporting any safeguarding concerns to the appropriate authorities
- Complying with relevant legislation and guidance
Reporting Concerns
If you have any safeguarding concerns relating to activities at the hall:
- Contact the activity organiser in the first instance
- If the concern relates to the organiser, contact the hall committee
- For immediate danger, contact the emergency services (999)
- For child protection concerns, contact Essex County Council Children's Services
- For concerns about adults, contact Essex County Council Adult Social Care
Policy Review
This safeguarding policy is reviewed annually by the committee to ensure it remains current and effective.
Terms of Hire
Last updated: December 2025
Booking Conditions
By booking War Memorial Hall, hirers agree to the following conditions:
General Conditions
- Bookings are not confirmed until acknowledged by the committee
- Payment must be made in accordance with agreed terms
- The hall must be left in a clean and tidy condition
- Any damage must be reported immediately and may be charged to the hirer
- Maximum capacity must not be exceeded
- Fire exits must be kept clear at all times
Conduct and Behaviour
- Hirers are responsible for the behaviour of all attendees
- Noise levels must be appropriate to a residential area
- Activities must comply with all relevant legislation
- Illegal activities or substances are strictly prohibited
- The committee reserves the right to terminate any booking in case of breach
Children and Young People
- Adequate adult supervision must be provided for all events involving children
- Hirers must comply with safeguarding requirements
- Appropriate ratios of adults to children must be maintained
Insurance and Liability
- Hirers are responsible for their own public liability insurance where appropriate
- The hall accepts no responsibility for loss or damage to personal property
- Hirers indemnify the hall against claims arising from their use
Cancellations
- Cancellations should be made as early as possible
- Refund arrangements will be made at the committee's discretion
- The committee reserves the right to cancel bookings due to unforeseen circumstances
Catering and Kitchen Use
- Food hygiene regulations must be followed
- Kitchen must be left clean and tidy
- All rubbish must be removed or disposed of appropriately
Complaints Procedure
Last updated: December 2025
Making a Complaint
We aim to provide excellent service and welcome feedback. If you are dissatisfied with any aspect of the hall or our service, please let us know.
Informal Resolution
In the first instance, we encourage you to raise concerns informally with a committee member. Many issues can be resolved quickly through direct communication.
Formal Complaints
If you wish to make a formal complaint:
- Submit in writing – Send your complaint by email or post, including your name, contact details, and a clear description of the issue
- Acknowledgement – We will acknowledge receipt within 7 working days
- Investigation – The committee will investigate and aim to respond within 28 days
- Response – You will receive a written response outlining our findings and any action taken
- Appeal – If you are dissatisfied with the response, you may request a review by the full committee
Contact for Complaints
Email: tcuthbertpc@hotmail.com
Address: War Memorial Hall Committee, Main Road, Frating, Colchester, Essex, CO7 7DJ
External Escalation
If you remain dissatisfied after completing our complaints procedure, you may contact the Charity Commission with concerns about charity governance: gov.uk/complain-about-charity.
Charity Information
Registration Details
- Charity Name: War Memorial Hall
- Charity Registration Number: 245237
- Registered with: Charity Commission for England and Wales
- Jurisdiction: England and Wales
Charitable Objects
War Memorial Hall operates as a community village hall and war memorial hall for the benefit of inhabitants of the parish of Frating and surrounding areas. Our charitable purposes include providing buildings, facilities, and open space for recreation and community use.
Governance
The hall is managed by a volunteer committee of local residents who serve as charity trustees. The committee operates under a formal constitution and reports to the Charity Commission as required by law.
Annual Reports and Accounts
As a registered charity, we submit annual reports and accounts to the Charity Commission. These are available for public inspection on the Charity Commission website.
Contact
For enquiries about our charitable status or governance:
Email: tcuthbertpc@hotmail.com
Address: War Memorial Hall, Main Road, Frating, Colchester, Essex, CO7 7DJ
Policy Updates
These policies are reviewed regularly and may be updated from time to time. The "Last updated" date at the beginning of each section indicates when it was most recently revised. We encourage you to check this page periodically for any changes.
If you have questions about any of our policies, please contact us.