Hall Hire Confirmation Form

Chislehurst Society Privacy Policy
General Privacy Policy
GDPR (General Data Protection Regulation) came into effect on 25th May 2018. It has implications for how we handle your data and how we communicate with you.
The Chislehurst Society already takes all reasonable steps to ensure that data collected about its members is treated confidentially. Your Executive Committee believes that we comply with current data protection legislation.
Because of changes arising from GDPR we need to tell you how the Society handles your personal data and to explain how the changes will affect you and your relationship with the Society in the future.
In the UK, it is the Information Commissioner’s Office (ICO) which is responsible for enforcing data protection legislation. The Society is already exempt from some provisions of current data protection law but we are not aware any exemptions that might apply for small organisations such as ours under GDPR so we are working on the basis that there will be no such exemptions.
What is ‘personal data’?
Personal data is any information about you which allows us to identify you.
The Society keeps the following personal data about you:
Your name and title
Your address
Your phone number and/or mobile phone number where you have provided one
Your email address where you have provided one
Details of membership subscriptions you have paid
Details of any Gift Aid authorities you may have signed
Details of any events you may have attended and payments you have made for admission tickets
Details of any dietary requirements you have told us about when booking events where food is served – we usually only keep this information in the run up to an event and we will need to pass the information on to the establishment at which the event is being held.
In addition, we may have retained emails that you have sent us to book events or ask questions about the Society and its activities.
Your personal data is stored on a laptop operated by members of the Society’s committee on a need to know basis: that means information is usually only held by the Membership Secretary and Administrator but may also be accessed by the Chair, Treasurer and Secretary.
Membership records are stored securely. They are encrypted and password protected and regularly backed up, both on a stand-alone hard drive and ‘in the cloud’.
Some records, (e.g. membership forms and Gift Aid authorities, are retained in paper format and are held under lock and key by the Administrator.
We keep the information for as long as we deem necessary within the remit of the legislation. Membership details and Gift Aid authorities will be retained for as long as you are a member. We may also need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to enquiries from HMRC about our income or applications for Gift Aid.
We only use the information we keep to help us to administer the functions of a membership-based organisation and to notify you of our latest news, activities and events.
We may occasionally also tell you about events organised by others that we think may be of interest to members but we will not pass on your information to third parties without your permission unless we are required to do so in law. You have a right to ask us to tell you what information we hold about you at any time. You can do this by writing to us at our postal address as shown below or by emailing us at admin@chislehurstsociety.org.uk
You have the right at any time to correct any information we hold about you which is incorrect or out of date.
You have a right to cancel your membership at any time and ask for your details to be removed from our mailing lists. However we may need to keep details of payments you have made to us (and what for) even after your membership ends for financial and tax purposes. At the moment, when you join the Society, we add your name to our mailing lists and then keep you informed of the Society’s activities. As a minimum, we will continue to contact you about your membership of the Society and to remind you of when your subscription is due.
In addition, we will continue to tell you about our events and activities unless you ask us to stop.
We will also continue to tell you about society related events organised by other organisations in the local area where we think they will be of interest.
We will use our judgement and discretion to decide which events not organised by us that we tell you about.
Please bear in mind that we will usually only contact you in the way we do now.
This will usually be by email (if you have provided us with an email address), by post or hand delivery by road stewards. People who have provided us with an email address will receive information from us more frequently than people who have only provided us with a postal address.
Please keep a copy of the new policy for your records.

Website Terms and Conditions
You are deemed to place an order with us by ordering via the website’s online checkout/shopping cart process. As part of our checkout process you will be given the opportunity to check your order for completeness and to correct any errors. We will then send you an order acknowledgement, detailing the products you have ordered. Please also note that use of your browsers back button is not recommended in the checkout area as this may cause duplications. We have taken steps to avoid this, but should you experience any difficulties contact us directly using the details above.
Our acceptance of an order takes place when we dispatch the order. When we dispatch an order the purchase contract will be made even if your payment has been processed immediately, unless we have notified you that we do not accept your order, or you have cancelled your order.
You are required to monitor your email account throughout the order process in case of notifications effecting your order are sent by us. We would advise you to add us to your address book to avoid mail filtering. Please ensure our notifications are not redirected to any spam or junk mail accounts in operation on your e-mail service. We accept no responsibility for misdirected e-mail notifications or failure by you to act on any notice sent by us.
We may refuse to accept an order:
where goods are not available;
where we cannot obtain authorisation for your payment;
where a fraud is suspected;
where legal restrictions may apply either internationally or locally;
if there has been a pricing or product description error; or
if you do not meet any eligibility criteria set out in our terms and conditions.
All prices include VAT (where applicable) at the current rates. We reserve the right to express the price exclusive of VAT, in which case we shall show the VAT element separately and include it in the total price.
Where we charge separately for packing, carriage and insurance and other relevant charges, the appropriate rates are set out in our specified pricing structure shown elsewhere on this Website or notice of relevant charges maybe given on the product page/s.
Our prices may change due to market forces or periodic increases and as such they are subject to change without notice.
Changes to prices due to changing TAX policies of local or international governments and/or authorities will be applied in accordance with the rules applicable.
We do not accept liability for any local TAX or DUTY applicable to you. We advise you to establish your liability prior to placing an order for goods or services.
Should you wish to cancel your order:
You can notify us by filling in our contact form before we have dispatched the goods to you; or
Where goods have already been dispatched to you, by returning goods to us in accordance with clause 4.2 below.
You can return goods you have ordered from us for any reason at any time in their original packaging, unopened and in good condition, within 30 days of receipt for a full refund or exchange. The costs of returning goods to us shall be borne by you.
Upon receipt of the goods we will give you a refund of the amount paid, or an exchange credit as required minus the cost of any administrative and re-stocking costs.
The rights to return the goods to us as indicated in clause 4.3 will not apply in the following circumstances: – in the event that the product has been used or tampered with.
We advise that you inspect the goods before accepting them from the courier as any item that is signed for in good condition will not be refunded if later returned as damaged.

Old Chapel – Terms and Conditions of Hire Agreement
1. Payment for one-off hire must be made 4 weeks in advance of the engagement, or 5 days after agreeing the hire, whichever is the later.
2. Regular bookings will be invoiced monthly in advance.
3. Payment of invoices must be made within 30 days of the date of the invoice or an administration fee will be applied.
4. In the event of a cancellation less than 7 days before the engagement the hirer will be liable for an administration fee of £30.
5. All bookings shall be made via The Chislehurst Society office on the Agreed Booking Form. The person named on the Booking Form shall be considered the hirer and where an organisation is named, the person signing confirms that they do so with the full authority of the named organisation.
6. The hirer must be over 18 years of age.
7. Any deposit required must be made at the time of booking and no engagement will be booked until this has been received. We will do our utmost to return any deposit within 10 working days of the event subject to the satisfactory inspection of the building.
8. In the event that any key provided to the hirer is lost, then a £30 replacement and administration fee will become payable. If we retain a deposit then this fee will be deducted from the deposit, otherwise you will be issued with an invoice for this amount, which will be due and payable within 7 business days.
9. When booking, users must allow time for setting up, clearing away and leaving the Hall clean and in the condition it was found.
10.The Chislehurst Society reserves the right to refuse any application for the hire of the Hall without stating a reason. No organisation shall be deemed to have an undisputed right to an unbreakable series of bookings.
11.Every hirer will be supplied with a front door key, which must be collected from the office, or as otherwise agreed with the Chislehurst Society and returned after the end of the engagement.
12.The hire of the Hall is for the specific agreed times shown on the Booking Form and does not entitle the hirer to use or enter the Hall at any other time.
13.The Chislehurst Society reserves the right to put a stop to any entertainment or meeting not properly or reasonably conducted or which contravenes any of these terms and conditions.
14.If the Hall is unavailable at the time of hire due to failure of a previous hirer to leave it in a clean condition, or because of failure of heating or lighting and the hirer decides not to go ahead with the booking, hire charges and deposit will be returned but The Chislehurst Society accepts no further liability.
15.No items may be stored in the hall by users except by written consent.
16.The Chislehurst Society does not accept liability for any loss or damage to the hirer’s or any other third party’s property or vehicles whilst on the premises arising out of the hiring, nor for any loss, damage, or injury which may be incurred by, or be done to or happen to, any person or persons using the building during the hiring, arising from any cause whatsoever or for any loss due to any breakdown of machinery, failure or supply of electricity, leakage of water, fire, government restriction or act of God which may cause the building to be temporarily closed or the hiring to be interrupted or cancelled. The hirer shall indemnify the Chislehurst Society against any claim which may arise out of the hiring or which may be made by any person using the building during the hiring in respect of any loss damage or injury.
17.The hirer is responsible for all damage to the Hall, equipment, furniture and property in the Hall and grounds occurring during the period of hire or while persons are entering or leaving the Hall pursuant to the hire. The hirer will be responsible for the full cost of remedying any such damage.
If any damage to the property is caused during the hiring of the Hall, please report it immediately to The Chislehurst Society.
18.The Society insurance covers its own liabilities only and not of those of the hirer or any other third party. The hirer should make suitable insurance provision in respect of claims which might be made by persons for injury or damage arising from the hire.
19.The hirer will, during the period of the hire, be responsible for the supervision of the Hall, the fabric and the contents, their care, safety from damage however slight or change of any sort and the behaviour of all persons using the Hall whatever their capacity.
20.The number of persons admitted to the Hall shall not exceed the number that can with ample safety be accommodated therein, full regard being had on every occasion to the particular kind of entertainment that will be provided.
21.The hirer shall not sublet or use the Hall for any unlawful purpose or in any unlawful way nor do anything or bring on to the premises anything which may endanger the same or any insurance policies in respect thereof nor allow sale of alcoholic liquor thereon.
22.All emergency exits must be kept accessible at all times.
23.It is essential that everyone using the Hall is vigilant. Please do not allow access to anyone unless they are part of your organisation and do not let unaccompanied children open the door to let people in.
24.No premises Licence pursuant to the Licensing Act is in force in relation to the Hall. The hirer shall be responsible for obtaining any licenses that may be required whether for Performing Rights, Music, Dancing or other entertainment or otherwise and for the observance of the same and of all other regulations appertaining to the Hall. For the avoidance of doubt, the sale of alcohol by license or otherwise is prohibited.
25.No temporary electrical installations shall be used without written approval.
26.All functions must finish and any music switched off by 11 p.m. Consideration is requested for our neighbours when playing music and when entering and departing the Hall.
27.The hirer and their guests are not permitted to smoke within the premises. For the avoidance of doubt, this includes both the Hall and car parking area.
28.The hirer and their guests are not permitted to engage in gambling or entertainment of a sexual nature within the Hall.
29.No activity by persons under 18 years of age shall take place in the Hall without a sufficient number of responsible adults being present at all times.
30.The Chislehurst Society has a policy for the protection of children and vulnerable adults and requires the cooperation of all hirers of the Hall in taking measures for the appropriate protection of any child or vulnerable adult involved in activities in the Hall. The Chislehurst Society may require hirers to provide details of the measures they have in place to protect them.
Our safeguarding policy can be found on our website.
32.Clearing and cleaning of the hall after use is the responsibility of the hirer. All equipment used must be returned to their original locations. The floor must be swept and cleared of all debris and any spillages must be cleaned. All rubbish must be removed from the site by the hirer.
33.On leaving, the hirer must make sure that all lighting is turned off and all doors and windows, including fire exit doors, are locked and secure. All taps and appliances should be turned off in the kitchen and toilets.
34.It is the hirer’s responsibility to ensure that no person remains in the building when locking the Hall.
January 2016.
Registered Charity No. 1166276
The Chislehurst Society, The Old Chapel, 3 Queens Passage, Chislehurst, Kent, BR7 5AP.
Telephone 020 8467 0900
Website: www.chislehurst-society.org.uk
Email: hallhire@chislehurst-society.org.uk

Safeguarding Policy
This statement of policy and procedures applies to users of and activities in the Old Chapel and any ancillary activities which are the responsibility of the Chislehurst Society.
All Chislehurst Society Executive Committee members, staff and volunteers have a duty to safeguard children (children are defined as anyone under the age of 18) and vulnerable adult users of the Old Chapel and its premises.
They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a child or vulnerable person; or concerns relating to discriminatory or financial violation or exploitation of a child or vulnerable person.
This policy is in place to protect all children and vulnerable persons regardless of gender, ethnicity, disability, sexuality, religion or faith. The welfare of the child or vulnerable adult is paramount and is the responsibility of everyone. All children and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting, physical violence, sexism and racism towards children or vulnerable persons will not be permitted or tolerated.
No member of the Executive Committee, staff or volunteers will have unsupervised access to children or vulnerable adults unless they have been through safe recruitment procedures. All suspicions or allegations of abuse against a child will be taken seriously and dealt with speedily and appropriately.
All Executive Committee Members, users and volunteers need to be aware of this policy on child protection, and vulnerable adult issues. The Executive Committee will take appropriate steps to make sure they are so aware.
Clear procedures will be established and regularly reviewed for dealing with reports of any incidents or suspected incidents. The Executive Committee recognises that a higher standard of safety is required where use is made by small children, those who cannot read safety notices and physically disabled adults.
Any organisations or individuals booking the Old Chapel will be made aware of this policy and where activities are involving primarily children or vulnerable adults they will be asked to certify that they have an appropriate policy and procedures in place. Access to the policy will be provided prior to commencement of the booking.
The Executive Committee will ensure that hirers are made aware:
Of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18.
That no children may be admitted to films when they are below the age classification for the film or show.
That no gambling or entertainment of an adult or sexual nature shall be permitted on the premises.
A copy of the policy will be displayed for the attention of all in the Old Chapel and made available on request to hirers.
September 2015
1. Executive Committee members, key volunteers and staff will be made aware of this policy and associated key procedures.
2. The Secretary will ensure the policy statement is displayed in the Hall.
3. Executive Committee members and staff will be issued with the list of “do’s and don’ts” set out below.
4. Appropriate training on the topic will be arranged by the Executive Committee for its own benefit, for staff and hirers if necessary.
5. Organisations hiring the Old Chapel will be asked to certify that they have a
child/vulnerable adult protection policy or that their activities do not require one. Where activities are for children (and where appropriate for vulnerable adults) hirers may be asked to supply or show their child protection policy to the Secretary before the first booking commences. Individuals hiring the Hall for activities for children will be made aware of this policy. Provisions to this effect will be incorporated into pre-booking information and a hiring agreement.
6. Where there is damage or there are breakages or safety issues needing attention, these will be dealt with as soon as practicable, in the light of the circumstances, with provision in the meantime to prevent access by children and vulnerable adults pending repair where appropriate.
7. Appropriate clauses will be entered into for all hiring for licensable activities. The
Committee will ensure that these provisions are observed when holding any licensable activities itself.
8. Contractors engaged to carry out work at the premises must not be allowed unsupervised access to children or vulnerable adults. Appropriate supervision will be arranged if necessary.
9. Since the premises might be used by more than one hirer, the attention of hirers will be drawn to the need to ensure that children and vulnerable adults are supervised when using toilets or other appropriate arrangements made e.g. putting up a notice on the toilets to say they are for exclusive use by a specified group using the Old Chapel.
1. Any incidents or suspected incidents should be reported immediately, initially to the Hall Manager who will inform the Chairman, the Secretary or the Treasurer, and if all of these officers are unavailable, any other member of the Executive Committee. Alternatively, they should be reported to any of these people directly.
2. All Executive Committee members will be provided with a proforma for initial recording of incidents, and should keep this safely so that it can be referred to if and when required.
3. As soon as possible, the Executive Committee member or member of staff involved should contact the Child and Vulnerable Adult Protection Officer (CAVAP) who will involve the local authority, police, helplines etc as appropriate; and may choose to have a confidential discussion with others in order to clear up any misunderstandings or to corroborate and support any suspicions before reporting a concern to the lead agency.
4. The Executive Committee Members and the CAVAP Officer will ensure that all is done to ensure the confidentiality, safety and security of all those involved in such an incident.
All staff, working directly for the Old Chapel must:
Complete an application form which shows their employment history
Provide at least two references and if working directly with children or young people or vulnerable adults then one of the references should come from someone who has supervised them working with children, young people or vulnerable adults before
If working directly with children or young people or vulnerable adults be checked under the Criminal Records Bureau Disclosure System and a copy of the CRB disclosure form kept by the Secretary.
Any volunteers working for the Chislehurst Society and having unsupervised access to children or vulnerable adult users may also be required to undergo these procedures.
DO:
Do treat any allegations extremely seriously and act at all times towards the child as if you believe what they are saying.
Do tell the child they are right to tell you.
Do reassure them that they are not to blame.
Do be honest about your own position, who you have to tell and why.
Do tell the child what you are doing and when, and keep them up to date with what is happening.
Do take further action – you may be the only person in a position to prevent future abuse – tell your nominated person immediately.
Do write down everything said and what was done.
Do seek medical attention if necessary.
Do inform parents/carers unless there is suspicion of their involvement.
DO NOT:
Don’t make promises you can’t keep.
Don’t interrogate the child – it is not your job to carry out an investigation – this will be up to the police and social services, who have experience in this.
Don’t cast doubt on what the child has told you, don’t interrupt or change the subject.
Don’t say anything that makes the child feel responsible for the abuse.
Don’t Do Nothing – make sure you tell your nominated child protection person immediately – they will know how to follow this up and where to go for further advice.