Our Festive Fayre this year was a resounding success! Thank you all who came in support. Don’t forget the Christmas Tree Festival which starts on 13th December!
ST. PETER IN THANET COMMUNITY HALLS HIRE TERMS AND CONDITIONS
(Reviewed May 2023)
All hall bookings are carried out via our website, www.stpeterinthanet.org.uk either by the Hirer direct or with the help of the Parish Administrator. Hirers can only use the halls during the hours agreed, and equipment, furnishings, kitchen hire must also be arranged in advance. See Kitchen Rules Appendix for full details. There is a small charge for the use of the Main Hall kitchen(see website) and this will be added for one-off bookings. Hirers must sign our on-line declaration to confirm that they have read and will abide by our Ts and Cs and GDPR protocols and the special rules relating to the kitchen, and ensuring they notify their members/volunteers/guests of these Terms and Conditions, including the fees and charges for any loss/damage/Rubbish left/ breakages/ however caused, cancellation charges, lost keys, deposits etc in our terms, and conditions.
Our bookings are subject to approval by the halls committee.
Hirers are responsible for setting up and clearing their furniture within the hired times agreed and ensure that any furniture/equipment used is replaced in the correct places and is clean.
When leaving the building, the Hirer has a responsibility to ensure:
Care
The Hirer shall undertake to take reasonable care when hiring our halls, especially regarding fixtures and fittings, the floors, tables and chairs, etc. No fixings shall be driven into any part of the buildings, if decorations are used, please do not use tape. We reserve the right to recover the cost of any loss, damages, breakages and repairs, or non-compliance of our terms and conditions from the Hirer and invoice the Hirer and expect payment within seven days.
All rubbish is to be removed from the premises.
Please keep main doors closed, and locked where possible.
Disco Equipment/Music
Bouncy Castles
Prohibited Items
Health and Safety
It is the responsibility of the Hirer to ensure the health and safety of all persons attending the function of which he/she is the organiser.
Insurance
The Hirer shall NOT be covered by Owner’s insurance for any claim whatsoever arising from the activities of The Hirer. The Hirer shall indemnify the Owner against any claim which may arise out of the hiring or which may be made by any person affected by the activities of The Hirer or person(s) visiting or using the premises during the occupation by The Hirer. The Hirer shall be responsible for taking out insurance to cover any public liability arising from their activities. The Owner shall not be liable for any loss or damage arising out of the hiring, nor for any loss, damage or injury which may be incurred or suffered by, or be done, or happen to, any person(s) visiting or using the premises, during the occupation by The Hirer, arising from any cause whatsoever, so far as any exclusion is permissible by law. The Owner shall not be responsible for any loss due to a breakdown of equipment, failure of the electricity supply, leakage of water, fire or any other circumstance which may cause the premises to be closed or the hire arrangements interrupted or cancelled.
Indemnity to Hirer
We will indemnify You and, at Your request, any person who hires, rents or borrows The Premises for occasional social events. The maximum We will pay inclusive of Costs and Expenses is £2,000,000.
We will not provide indemnity
(1) In respect of
(a) any commercial or business hire
(b) any individual, club, organisation, society or group who hire The Premises on a regular weekly or monthly basis
(2) where indemnity is provided by another insurance policy.
Bookings: It is not our policy to hire out our buildings for individual party-political meetings or religious uses other than those acceptable to the Christian Faith.
Performing Rights Society licences: Our premises licences are displayed in the halls’ entrances.
Sale Of Alcohol – No alcoholic drink may be sold at any time unless the Hirer has obtained a Temporary Events Notice from Thanet District Council and has produced the licence to the Halls’ Administrator or authorised representative. No licence will be authorised for Sunday use.
Smoking/ Vaping Policy – Smoking or vaping is prohibited anywhere within our buildings.
Sub-Letting/Hall Hire – Hirers must not sub-let any room/hall, nor use any room/hall other than that set-out and paid for under their Booking Request/Invoice.
Church function – Very occasionally a church function may have to take preference over a hirer’s regular booking. The Administrator will give the Hirer as much notice as possible, and any hire charges will be reimbursed.
Under stage/Storage –No one is permitted under the stage unless requiring access to their storage lockers. Due to health and safety regulations, children are strictly prohibited from under the stage area (this includes the uniformed groups).
Lost property can be found in the cloakroom near the parish office. Unclaimed items will be disposed of after eight weeks.
Vulnerable Adults – Care of Children
Particular attention must be given to the protection of vulnerable adults and children in line with the Safeguarding Vulnerable Groups Act 2006.
Regular Hirer
It is the responsibility of the hirer to produce a Risk Assessment for their event and to take responsibility for the safety of those attending their group.
to submit their own online booking requests for any future dates and that these are entered on an ongoing basis. It is suggested that as one month is paid for, the corresponding dates for the following year should be added. This will avoid hirer’s regular slots being booked online by others.
One-off Hirers
DATED: May 31st 2023
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By clicking ‘Yes’ on the cookie banner, you give your consent to the Parochial Church of St Peter-in-Thanet to place and/or read cookies from the Website you are visiting. Some of these are session cookies which are temporary and allow us to link your actions during a browser session. Session cookies are erased when you close the browser. Other cookies are persistent cookies which remain on your device for the period of time specified in the cookie. The Website uses cookies for the following purposes:
We do not store any of your personal data in cookies and, unless you submit a contact request through this website, no personal data is harvested or stored from your computer/device other than the IP address from where you are accessing the site.
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by [the Data Protection Bill/Act 2017 the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998].
This Privacy Notice is provided to you by the Parochial Church Council (PCC) of St Peter-in-Thanet which is the data controller for your data.
The Church of England is made up of a number of different organisations and office-holders who work together to deliver the Church’s mission in each community. The PCC works together with:
As the Church is made up of all of these persons and organisations working together, we may need to share personal data we hold with them so that they can carry out their responsibilities to the Church and our community. The organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
Each of data controller has their own tasks within the Church and a description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is given to you by the PCC on our own behalf and on behalf of each of these data controllers. In the rest of this Privacy Notice, we use the word “we” to refer to each data controller, as appropriate.
They will process some or all of the following types of data, where necessary to perform their tasks:
The data controllers will comply with their legal obligations to: keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.
Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation in the Church of England). An example of this would be our safeguarding work to protect children and adults at risk. We will always take into account your interests, rights and freedoms.
Some of our processing is necessary for compliance with a legal obligation. For example, we are required by the Church Representation Rules to administer and publish the electoral roll, and under Canon Law to announce forthcoming weddings by means of the publication of banns.
We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the hire of church facilities.
Religious organisations are also permitted to process information about your religious beliefs to administer membership or contact details.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
You have the following rights with respect to your personal data:
personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, St Peter-in-Thanet, The Parish Office, Hopeville Avenue, St Peter’s, Broadstairs CT10 2TR
Tel: 01843 866061
Email: DataProtection@stpeterinthanet.org.uk
You can contact the Information Commissioners Office on 0303 123 1113, or via email (https://ico.org.uk/global/contact-s/email) or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.