Conditions of Hire & Legal Notices
Conditions of Hire
Conditions of Hire:
For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the company representative.
1. Supervision:
The hirer will, during the period of the hiring, be responsible for supervision of the premises e.g. care from damage, behaviour of persons using the premises, supervision of car parking arrangements to avoid obstruction of the road. The hirer shall ensure that the minimum of noise is made on arrival and departure. The hirer should also ensure that the outer doors of the hall are kept closed at all times for security reasons.
2. Use of the Premises:
The hirer shall not use the premises for any purpose other than that described at the point of hire and shall not sub-hire or allow the premises to be used for any unlawful purpose.
3. Licences:
A licensed bar may be arranged by the hirer with ourselves and this should be indicated at the time of hire. Alcohol consumption by persons under the age of 18 must not be permitted.
4. Gaming, Betting and Lotteries:
The hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
5. Health & Safety Compliance:
The hirer shall comply with all regulations of Health & Safety. Please ensure you know where fire exits are, and placement of fire extinguishers. Any accidents or incidents (minor or otherwise) on the premises should be recorded in the Accident Book located in the kitchen and be brought to the attention of one of the Committee members.
If the hirer is preparing, serving or selling food they should observes all relevant food health and hygiene regulations, including any specific allergy advisory notices.
Any failure of equipment belonging to the hall must be reported as soon as possible
6. Smoking:
The hirer shall ensure that no smoking takes place anywhere in the building. This includes the use of e-cigarettes.
7. Electrical Appliance Safety:
The hirer shall ensure that any electrical appliances brought by them to the premises must be safe and in good working order.
8. Animals:
The hirer shall ensure that no animals, except guide dogs are brought into the hall, other than for a special event agreed to by the Committee. No animals are to enter the kitchen at any time.
9. Compliance with the Children Act:
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 have access to the children.
10. Sale of Goods:
The hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.
11. Rates and times of hire:
The hall is available to hire as follows:
Day rate (8.00am – Midnight) £100.00
Half Day Hire (see below) £50.00
Hourly Rate £15.00
Cooker Hire (if required) £10.00
Deposits vary dependant on booking
Half Day Hire Times:
- Morning - 8.00am – 1.00pm
- Afternoon - 1.00pm – 6.00pm
- Evening - 6.00pm – 11.00pm
A discounted hourly rate is available on application for regular bookings.
All payments to be received on termination of hire.
12. Cancellation:
If the hirer wishes to cancel the booking before the date of the event please let one of the Committee members know.
The Committee reserves the right to cancel this hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
13. End of Hire:
The hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly secured and any contents used replaced to their original location. It is the responsibility of the hirer to remove and dispose of all rubbish.
No responsibility can be taken for any personal belongings used or left in the Village Hall.
Bookings Secretary: Ruth Townsend
Mobile: 07836 503250
Email: ruthtownsed22@gmail.com
Email: grimstonvillagehall@gmail.com
Updated: March 2026
GDPR Statement
Privacy and Data Protection Policy
Your Privacy
Your privacy is important to us. We provide this notice explaining our information practices and the choices you can make about the way your information is collected and used.
Compliance with the law
The Trustees of the the Grimston, Saxelbye & Shoby Village Hall already comply with the General Data Protection Regulation (GDPR) being introduced by the Office of the Information Commissioner in May 2018. The lawful basis on which we collect and process personal information (i.e. for a private individual) is limited to the following:
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
As a general principle, we collect and process no other information about individuals and only retain this information for as long as is necessary for our annual audit to be completed. Once our annual accounts have been audited and certified as a true record, we take all practical steps to erase personal information, except where clearly identified later in this policy.
The Village Hall has a number of contracts with suppliers of goods and services. The majority of these are with limited companies whose contact information is already in the public domain. However, some may be sole traders, trading from a private address. Details of these contracts are published for transparency purposes, and all invoices from such suppliers are retained and published un-redacted (no details erased or hidden). The Trustees have a legal obligation to demonstrate how its funds have been spent and considers the lawful basis for retaining this information to be:
- Processing is necessary for compliance with a legal obligation
Our Commitment to Children’s Privacy
Protecting the privacy of the very young is especially important. For that reason, Grimston, Saxelbye & Shoby Village Hall will never collect or maintain information from those we actually know are under 18.
Collection and use of Personal Information for Village Hall Bookings
When a booking is made, we collect the following personal information from the hirer to enter into a hire contract:
- First name and surname of person responsible for the hire (the hirer)
- Residential address of the hirer
- Email address of the hirer
- Mobile number of the hirer and land line number where available
This data can only be accessed by the Bookings Secretary of the Village Hall. The data is used to prepare the booking email (if applicable) and contract sent to the hirer using the Village Hall Google Mail account.
Only the name of the hirer is shown and no other personal information relating to the hirer is stored with the entry.
Other than for the recurring bookings, the personal data in the bookings database (other than the name of the hirer) is erased as soon as the annual audit is completed. This is usually by the end of April. Booking emails are erased from the Google Mail account at the same time.
We have no direct involvement in the collection of the information necessary to make a payment (e.g. credit/debit card numbers.) Most transactions are done in cash or cheque.
Changes to this Privacy Statement
The contents of this statement may be altered at any time, at our discretion.
Telephone: 07864 945628
Email: grimstonvillagehall@gmail.com
Updated: March 2026
Safeguarding Policy
Introduction:
Grimston, Saxelbye & Shoby Village Hall Committee members are committed to maintaining a safeguarding strategy to ensure that events or activities are as safe as they can reasonably be for all children and for vulnerable adults. We do this in a compliant and reasonable way.
Principles:
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 adults will not be permitted or tolerated by the Committee.
Policy Statement:
No member of the Trustees, Committee Members, helpers or other volunteers will have unsupervised access to children or vulnerable adults unless they have undertaken a Disclosure and Baring Service (DBS) enhanced check and introductory Child Protection or Vulnerable Adults Protection training.
Grimston, Saxelbye & Shoby Village Hall does not accept responsibility for the supervision of Children or Adults at Risk at any time. Responsibility for Children and Adults at Risk shall remain with the relevant parent, guardian or carer at all times.
All suspicions or allegations of abuse against a child will be taken seriously and dealt with speedily and appropriately
All members and volunteers need to be aware of this policy, child protection and vulnerable adult issues.
There will be a nominated and named Designated Safeguarding Officer to whom any suspicions or concerns should be reported. That person is Rob Griffiths, and can be contacted through the email address above or 07864 945628. For any emergencies or serious immediate concerns the Police should be contacted.
The committee will endeavour to keep the premises safe for use by children and vulnerable adults. The 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.
Contractors that are carrying out work to the premises must not be allowed unsupervised access to children or vulnerable adults.
These policies and procedures shall be reviewed annually and updated as appropriate in the interim period
Any organisations or individuals hiring the hall as a venue for an event or activity for under 18s or vulnerable adults must ensure that they are fully cognisant of relevant and current safeguarding requirements. When using the Hall they must adopt suitable procedures to ensure that they fully comply with the law, good practice and common sense including sufficient and appropriate levels of supervision at all times.
The Committee reserves the right to require hirers to provide copies of their own safeguarding policies and procedures to give appropriate assurance as necessary.