Data Protection Policy and Procedures
Introduction
We 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 Timberscombe Village Hall (TVH). 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 are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees 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 TVH 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 TVH 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 Subject – the individual whose personal information is being held or processed by TVH 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 and approved 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
The Management Committee of TVH 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) Collect and use information fairly.
b) Specify the purposes for which information is used.
c) Collect and process appropriate information 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 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 Management Committee will be responsible for ensuring that the policy is implemented and will have overall responsibility for ensuring that:
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 Chairman
Procedures for Handling Data & Data Security
TVH 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 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 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.
Group emails should be sent using the “bcc” address box so that email addresses are blind.
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.
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 committee members.
Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. 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 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 e.g. 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 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.
Environmental and Energy Efficiency Policy
Timberscombe Village Hall Committee is committed to protecting and actively promoting the improvement of the local environment.
The Committee will ensure that environmental priorities are integrated into the decisions it takes on all its services and will seek to:
1) Make the most efficient use of energy. It will endeavour to use the minimum quantities of energy possible in accordance with the safe and efficient operation of its heating, lighting and appliances. It will, from time to time, review its energy sources, energy using appliances and energy efficiency with a view to causing the least environmental impact. It will monitor consumption and eliminate excessive or unnecessary use. It will communicate to hirers and staff the means by which energy may be conserved, e.g. closing doors.
2) Minimise and where possible eliminate all forms of pollution, using biodegradable chemicals where possible, and minimising use of solvents and lead-based paints. Users will be encouraged to avoid creating noise pollution, especially at night. Thick curtains have been purchased to reduce light pollution and retain heat.
3) Use the minimum quantities of water possible in accordance with its activities and ensure that the water it uses is both supplied and disposed of, in the purest condition possible, meeting statutory requirements. It will reduce leakage and eliminate excessive or unnecessary use. It will communicate to users and staff the need to conserve water e.g. turning taps off after use.
4) Avoid waste and encourage the appropriate conservation, re-use and recycling of resources. It will re-use and recycle materials as far as possible and, if this is impractical, disposal by a means which will have the least impact on the environment and conforms to statutory requirements. A paper recycling bin is situated outside of the village hall. Users will be asked to take home all other recyclable items and dispose of them using their own recycling collection.
5) It will ensure that the potential environmental impact of any building projects will be assessed and minimised. It will encourage volunteers, hirers and staff to use and operate the building correctly to conserve energy and minimise waste.
6) Promote a sense of responsibility and understanding for the environment and participation in environmental issues, by raising user and staff awareness, by information provision and open consultation with the local community.
7) It will seek, where possible, to purchase from local or regional suppliers, in order to maximise input to the local community and minimise carbon emissions from transport.
8) Protect the health and well-being of all staff and visitors and improve and safeguard the quality of the village hall.
9) Monitor, review and where possible improve performance.
Children and Vulnerable Adults Policy
It is the responsibility of all hirers to ensure the safety of children and vulnerable adults in the hall during their hiring period. As stated in the hiring agreement “the Hirer shall 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 who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.”
The village hall is used regularly by the school and pre-school. Whilst the pre-school is in session the front door to the hall may be locked by the Pre School staff. Only persons admitted by the pre-school staff will be allowed to enter the building. The school and pre-school are responsible for their own DBS checks on employees and helpers. The schools have also undertaken their own risk assessments. Their procedures and policies are regularly reviewed by OFSTED.
The Chairman will be responsible for all child protection matters and for reporting any concerns to the Child Protection agencies. Any concerns about the safety of the hall equipment or structures should be reported immediately (see Health and Safety document). The committee is committed to support organisations such as Neighbourhood Watch, The Police, and Forum 21 whose aim is to make Timberscombe a safer, stronger neighbourhood, to aid the vulnerable in society or to enhance the quality of life for Timberscombe residents.
The policies and procedures outlined above will be reviewed annually following the AGM.
Equal Opportunities Policy
The village hall is available for any person to hire regardless of race, religion or sex. Hirers must be over 18 years of age. Any group requiring specialised facilities for children, disabled persons, or vulnerable adults should approach the village hall committee.
When employing personnel to work at the hall equal consideration will be given to all applicants.
Financial Policy
The Village Hall’s objective as stated in the Trust document is to provide and maintain a Village Hall for the benefit of the Parish of Timberscombe for the use of local people, local organisations and visitors.
In order to further the objective members must manage the business of the Charity and have the following powers in order to further the Objective :
(a) to raise funds;
(b) to buy, take on lease or in exchange, hire or otherwise acquire any property and to maintain and equip it for use;
(c) to sell, lease or otherwise dispose of all or any part of the property belonging to the Charity. In exercising this power, the Members must comply as appropriate with sections 36 and 37 of the Charities Act 1993;
(d) to borrow money and to charge the whole or any part of the property belonging to the Charity as security for repayment of the money borrowed. The Members must comply as appropriate with sections 38 and 39 of the Charities Act 1993 if they intend to mortgage land;
(e) to co-operate with other charities, voluntary bodies and statutory authorities and to exchange information and advice with them:
(f) to establish or support any charitable trusts, associations or institutions formed for any of the charitable purposes included in the Objectives;
(g) to acquire, merge with or enter into any partnership or joint venture arrangement with any other Charity formed for any of the Objectives;
(h) to set aside income as a reserve against future expenditure:
(j) to obtain and pay for such goods and services as are necessary for carrying out the work of the Charity;
(k) to open and operate such bank and other accounts as the Committee consider necessary and to invest funds and to delegate the management of funds in the same manner and subject to the same conditions as the Trustees of a trust are permitted to do by the Trustee Act 2000;
(l) to do all such other lawful things as are necessary for the achievement of the Objectives;
(m) the Committee may accept any donations or grants for the purpose of the upkeep of the Village Hall.
All the above actions must be approved by the Committee who must take into account their duty of prudence to ensure that the charity is and will remain solvent.
The following rules on applying the income of the hall:
(a) The income and property of the Charity shall be applied, as the Committee shall decide, solely towards the promotion of the Objective.
(b) A Committee Member may pay out of, or be reimbursed from, the property of the Charity reasonable expenses properly incurred by him or her when acting on behalf of the Charity.
(c) No Committee Member may be paid or receive any other benefit for being a member.
(d) A Committee member may:
(i) sell goods, services or any interest in land to the Charity;
(ii) be employed by or receive any remuneration from the Charity.
(e) A Committee Member must absent himself or herself from any discussions of the Committee in which it is possible that a conflict will arise between his or her duty to act solely in the interests of the Charity and any personal interest and take no part in the voting upon the matter.
(f) The income of the Charity including all donations shall be paid into an account at such bank as the Committee shall prescribe.
In addition :
(a) The Trustees must comply with their obligations under the Charities Act 1993 with regard to:
(i) the keeping of accounting records for the Charity;
(ii) the preparation of annual statements of account for the Charity;
(iii) the transmission of the statements of account to the Charity;
(iv) the preparation of an annual report and its transmission to the
Commission;
(b) Accounts must be prepared in accordance with the provisions of any Statement of Recommended Practice issued by the Commission.
The accounts will be examined annually by a person approved by the Committee.
The property of the Village Hall Committee is vested in the Official Custodian at the Charity Commission.
The day-to-day organisation of the hall’s finances will be administrated by a Treasurer appointed annually at the AGM. The treasurer will be responsible for payment of bills, collection of fees and investment of surplus capital. There will be at least 3 signatories , approved by the Committee, for each account held by the Village Hall Committee. Any 2 being required to sign cheques or release funds. All monies collected by the Treasurer should be banked as soon as is practically possible. Under no circumstances should money be left on the premises.
Reserves Policy
The trustees are responsible for the maintenance of the Village Hall and from time to time this will involve major work, refurbishment and the replacement of equipment.
Fundraising is undertaken with the objective of building up a reserve to meet these costs as they arise, without the need for a loan.
Grants and donations may be received by the charity and such funds would be restricted to the purpose for which they were awarded and would not be classed as reserves.
A sum equivalent to one year’s expenses (electricity, cleaners wages, water, insurance) should always be kept in the account to meet ongoing expenses. If the Treasurer perceives that the funds in the account are likely to fall below this level the Trustees must be informed immediately, unless prior approval has been given by the Trustees.
Fundraising Policy
Hiring fees for the hall will be reviewed annually at the AGM. It is the committee’s policy to set hiring fees at a low-level in order to ensure that the facilities are accessible to all. Fees for hirers outside the village will be set at a higher level than those for parishioners. Generally the hiring fees will cover the day-to-day running fees whilst fundraising events will provide for improved facilities, purchase of equipment, etc.
The Committee will undertake regular fundraising events in order to supplement the income from hiring fees. Where income exceeds the day-to-day requirements of the hall surplus capital will be invested by the Treasurer to provide for future needs. Any such investments must be approved by the Committee.
Food Safety and Hygiene Policy
This document outlines the steps that the Village Hall Committee has taken to ensure that the food served at the hall is safe to eat.
In order to maintain a high standard of hygiene a cleaning schedule details when items will be cleaned (see noticeboard in Kitchen area). Organisations which hire the kitchen are responsible for cleaning items marked with an A, at the end of their hire period. The cleaner employed by the Village Hall Committee will ensure that this has been completed satisfactorily. All items marked with an W will be cleaned on a weekly basis. Items marked with a 6 or Y will be given a ‘ deep clean ’ on a 6 monthly or yearly basis respectively. Items may be cleaned more regularly on the advice of the cleaner.
The hall was refurbished in 2006. The design and layout of the new premises facilitates good hygiene practice and reduces the risk of food contamination. Consideration has been given to hand washing facilities, floors, walls, ceilings, windows, surfaces and equipment in the kitchen area. All areas have been designed to comply with the food safety regulations introduced in Jan 2006.
Guidelines on food safety hygiene are detailed in this document. These cover the appropriate areas of personal hygiene, kitchen hygiene, food handling and cooking as they relate to Timberscombe Village Hall. All staff working in the kitchen should be made aware of these guidelines. Posters detailing these guidelines will be displayed in the kitchen area. It is the responsibility of hirers to ensure that their own staff are aware of good hygiene guidelines.
A pre and post hire check for users of the kitchen is displayed in the kitchen area.
A fridge thermometer, provided by the Village Hall, should be used to check that fridges are below 5° C (chilled food should be kept below 8° C).
Any concerns regarding the kitchen facilities or equipment should be reported immediately to the Treasurer. The Treasurer will seek to rectify any problems as soon as possible. The Safety Officer will advise the committee of any steps necessary to keep the premises in good repair and condition.
More detailed guidance on food safety can be found in the document “Safer Food Better Business”, produced by the Food Standards Agency and stored in the kitchen area.
Hiring Policy
This policy should be read in conjunction with the Hiring Agreement.
The Committee will review:
a) The hiring rates annually at the AGM
b) The Hiring Agreement annually, following the AGM.
c) The Hiring Policy annually, following the AGM.
All hirers MUST be issued with a hiring agreement and conditions of hire. The agreement must be signed and returned to the booking officer before the commencement of the hiring period. The Standard Conditions of Hire shall form part of the hiring agreement. Ticking the box on the website is an acknowledgement of receiving the Conditions of Hire.
There is a minimum period of 3 hours for bookings. The exception to this rule is the single one hour booking for clubs.
The hirer must book the full-time required including set up/clear away and must vacate the Hall by the end time.
The key should be collected and returned to the booking officer.
A deposit of £50 may also be required, at the discretion of the booking officer.
No booking will be accepted from a person under 18 years of age. Bookings where there may be a predominance of persons under the age of 21 are at the discretion of the Committee.
Any person signing the Hiring Agreement for an activity requiring a Premises Licence must be over the age of 21.
Consultation/Public meetings held for the general benefit of the community or charitable events may be at no charge subject to prior agreement by the Committee.
Regular Hirers
Regular hirers will only be required to sign one Hiring Agreement. They will be asked to complete another agreement if there is a significant change in the management/committee of their organisation.
Regular hirers will be invoiced every two months, unless otherwise agreed with the Treasurer.
Payments must be made within 30 days.
Regular hirers may also be issued with a key. Keys should not be labelled as “Village Hall”
Regular users may request that they have their equipment included with the Village Hall contents insurance on condition that they pay any additional premium. All equipment must be stored safely and maintained in a good condition.
Health and Safety Policy
This document is the Health and Safety Policy of Timberscombe Village Hall. Our policy is to:-
a) Provide healthy and safe working conditions and equipment for volunteers, committee members, contractors and hirers.
b) Keep the village hall in a safe condition for all users.
c) Provide such training as is necessary for volunteers and hirers.
It is the intention of TVH 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 danger arising from its activities and operations. TVH Management Committee will seek to encourage volunteers, committee members and users to engage in the establishment of safe working practices.
Hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out for them by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises. It is their responsibility to do everything they can to prevent injury to themselves and others.
The TVH Management Committee has overall responsibility for the Health and Safety at TVH.
In order to assist the Management Committee to oversee the hall the Committee has appointed the following officers:
Booking Officer: Mrs Webb
Tel No: 01643 841803
Contact address: Applecombe, Great House Street, Timberscombe. TA24 7TQ.
Health and Safety Officer: Mr P Bright.
Tel No: – 01643 841616
Should anyone using the hall discover a fault, damage or other situation which might cause injury and cannot be rectified immediately they should inform one of the above officers as soon as possible so that the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning that it is not to be used.
- Licences
The hall is licensed by WSDC for the following activities between the hours of 07.00 and 00.00. The License was issued in July 2006.
Performance of Plays
Exhibition of Films
Indoor Sports Events
Live Music
Recorded music
Performance of Dance
Facilities for Making Music
Facilities for Dancing
Late Night Refreshment.
The hall is licensed by the Performing Rights Society for the performance of music.
A Temporary Events Notice (TEN) is required for events where alcohol is sold.
The hall is registered as a food business establishment by WSDC.
- Fire precautions and checks
The positioning of all fire safety equipment and signage was checked in May 2006 by Somerset Fire and Rescue Service.
The Fire Safety Equipment is checked annually.
The Emergency Lighting and Smoke Alarms are tested every two months by the committee’s Safety Officer.
An Electrical installation certificate is obtained every 3 years.
All items are PAT Tested every 3 years.
A Fire Risk Assessment is completed annually and for events requiring TENs.
The Fire Drill is displayed in the foyer of the hall. All users should make themselves aware of the evacuation procedure. The assembly point is the Churchyard.
- Additional information:
a) For location of Fire Equipment see accompanying plan.
b) Emergency exits are situated at the North West and North East areas of the hall. (See accompanying plan)
c) The Hirer must insure that all exit routes are kept clear at all times.
d) There is no public telephone in the village. During school hours you may use the school phone for emergency call. - Procedure in case of accidents.
The location of the nearest Accident and Emergency Dept is: Minehead Hospital.
The First Aid Box is located in: The Kitchen cupboard underneath the serving hatch.
The accident book is kept with the First Aid Box. The Accident Book must be completed whenever an accident occurs. Accidents must also be reported to the Booking Officer.
The village Defibrillator is sited in the phone box in The Glebe.
The person responsible for completing RIDDOR forms (for serious injuries) and reporting accidents is: The Secretary – Mrs Susan Searle
- Safety rules
All hirers will be expected to read the whole of “Conditions of Hire” and should sign the hiring form or tick the online box as evidence that they agree to those conditions. Hirers who are unfamiliar with the hall should arrange through the Booking Secretary to be shown the location of safety equipment and be given any information/training about safety procedures at the hall that they would be expected to follow.
A risk assessment is carried out annually and is included at the end of this document. Annual review will be added each year.
Where possible, risks have been eliminated or significantly reduced. Safety signs have been posted where the committee feels that it is necessary.
- Insurance
The hall’s insurance is renewed in September each year.
- Review of Health and Safety Policy
A member of the management committee will review this policy annually following the AGM in September.
