Who we are

Last Updated: 28th October 2025

This Privacy Policy describes how Bletchingdon Village Hall (“we,” “us,” or “our”) collects, uses, and shares your personal information when you use our website [www.bletchingdonvillagehall.co.uk] (the “Site”) to submit enquiries, use our booking system, or browse for information.

1. Information We Collect

We collect information that you provide directly to us, including:

• Enquiry Information: When you submit an enquiry via our contact forms, we collect your name, email address, phone number, company name, and the contents of your message.
• Booking Information: When you use our booking system, we collect information necessary to provide the service, which may include your full name, contact details (email, phone, business address), and the specific details of your requested booking (e.g., dates, times, services required, number of guests, special requests).
• Account Information: If you create an account, we collect your username, password, and other details you provide to manage your profile.
• Payment Information: For paid services, our third-party payment processors (e.g., Stripe, PayPal) collect your payment card details. We do not store sensitive payment information on our servers.
• Automatically Collected Data: We automatically collect information about your device and interaction with the Site, such as your IP address, browser type, and pages you visit, using cookies and similar technologies.

2. How We Use Your Information

We use the information we collect for the following business purposes:

• To Fulfil Your Requests: To respond to your enquiries, provide customer support, and process your bookings and service reservations.
• To Provide and Manage Services: To operate and maintain your account, send booking confirmations and updates, and facilitate communication between you and our team or relevant service providers.
• To Communicate with You: To send you administrative messages, updates about our services, and marketing communications (where you have consented to receive them).
• To Improve Our Site and Services: To analyze trends, monitor usage, and improve the functionality and user experience of our Site and booking platform.
• For Security and Legal Compliance: To detect, prevent, and address fraud, security breaches, and to comply with applicable laws and regulations.

3. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following limited circumstances:

• With Service Providers: We share information with trusted third-party vendors who perform services on our behalf, such as payment processing, email delivery, customer support, hosting, and analytics. These vendors are contractually obligated to use your data only for the services we request.
• For Legal Reasons: We may disclose information where we believe it is necessary to comply with a legal obligation, protect our rights and property, or ensure the safety of our users and the public.
• With Your Consent: We may share your information for any other purpose with your explicit consent.

4. International Transfers

Your personal information may be transferred to and processed in countries other than your own. We will ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable law.

5. Your Rights and Choices

You have certain rights regarding your personal information, which may include:

• Access and Portability: The right to access and receive a copy of your personal data.
• Correction: The right to correct or update your information.
• Deletion: The right to request we delete your personal data.
• Marketing Opt-Out: You can unsubscribe from our marketing emails at any time by using the link provided in the email.
• Cookie Controls: You can set your browser to refuse cookies or alert you when cookies are being sent.

To exercise any of these rights, please contact us using the details below.

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting, or reporting requirements. Retention periods are determined based on the type of data and the purpose for its collection.

7. Children’s Privacy

Our Site is not directed to individuals under the age of 16, and we do not knowingly collect personal information from children.

8. Changes to This Policy

We may update this policy. The updated version will be indicated by a new “Last Updated” date and will be effective immediately upon posting. We encourage you to review this policy periodically.

Cookies and Similar Technologies

This section explains how Bletchingdon Village Hall (“we,” “us,” or “our”) uses cookies and similar tracking technologies on our website [www.bletchingdonvillagehall.co.uk] (the “Site”).

1. What Are Cookies?

Cookies are small text files that are placed on your device (computer, tablet, or mobile) when you visit our Site. They are widely used to make websites work more efficiently and provide information to the site owners.

We also use similar tracking technologies, such as web beacons, pixels, and local storage, which function similarly to cookies.

2. Why Do We Use Cookies?

We use cookies for several purposes, which are categorized as follows:

• Essential Cookies: These are strictly necessary for the Site to function and cannot be switched off. They are usually only set in response to actions you take, such as logging into your account, submitting a contact form, or using our booking system. These cookies do not store any personally identifiable information.
• Performance and Analytics Cookies: These allow us to count visits and traffic sources so we can measure and improve the performance of our Site. They help us to know which pages are the most and least popular and see how visitors move around the Site. All information these cookies collect is aggregated and therefore anonymous.
• Functionality Cookies: These enable the Site to provide enhanced functionality and personalization, such as remembering your login details or language preferences.
• Targeting/Advertising Cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store direct personal information but are based on uniquely identifying your browser and internet device.

3. What Cookies Do We Use?

The table below details the cookies we use and their purposes.

Cookie Name	Provider	Purpose	Type	Duration
session_id	[Your Site]	Essential for keeping you logged in during your session and for form submission/booking system functionality.	Essential	Session
csrf_token	[Your Site]	Security cookie to prevent cross-site request forgery attacks, especially during enquiries and bookings.	Essential	Session
_ga	Google Analytics	Used to distinguish unique users and analyze site performance.	Performance/Analytics	2 years
_gid	Google Analytics	Used to distinguish unique users for a single day.	Performance/Analytics	24 hours
cookie_consent	[Your Site]	Remembers your cookie preference choices.	Functionality	1 year
[Example]	[e.g., Facebook Pixel]	Used to track conversions from Facebook ads and build targeted audiences.	Targeting/Advertising	90 days

This table is an example. You must audit your own site to list the exact cookies you use.

4. How Can You Control Cookies?

You have the right to decide whether to accept or reject cookies.

• Cookie Consent Banner: When you first visit our Site, you will be presented with a banner that allows you to accept or customize your cookie preferences for non-essential cookies.
• Browser Controls: You can set or amend your web browser controls to accept or refuse cookies. Most browsers automatically accept cookies, but you can usually modify your setting to decline cookies if you prefer. Consult your browser’s “Help” menu for instructions. Please note that if you disable essential cookies, parts of our Site, including the enquiry forms and booking system, may not work correctly.
• Third-Party Opt-Outs: You can opt out of interest-based advertising from many major third-party providers by visiting websites like Your Online Choices or the Digital Advertising Alliance.

5. Contact Us

If you have any questions about our use of cookies, please contact us at:
vh.manager@thebcf.net