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Paddock Wood Freemasons Hall Limited.    Updated 19Aug24
57 Maidstone Road, Paddock Wood, Tonbridge, Kent, TN12 6DJ

Terms and Conditions of Hire 

1 Application for Bookings

(A)      All applications for the hire of the available facilities at The Hall must be made on the standard Booking Form provided by the Board of Directors of The Hall Company. All Functions must be of a private nature, unless authorised by the Board of Directors.
(B)     The Booking Form is to be completed in full, signed by the applicant and forwarded to our Booking Facilitator at the address shown on the Booking Form.
(C)    The Hall is not obliged to accept any booking request received and reserves the right to refuse any booking request without explanation. The receipt of a completed Booking Form does not constitute acceptance of booking or any contract between the applicant and The Hall Company. The applicant will be notified of an acceptance of the proposed booking by confirmation email or alternatively by post. The Hirer must then, within 7 days, pay a £50 non-refundable BOOKING FEE.  Non-receipt of this Booking Fee within 7 days of the confirmation of the booking will result in the cancellation of the booking under email or postal advice to the Hirer.

 

2. Use of Premises

(A)     It is a condition of letting that the MAXIMUM number of persons admitted to The Hall shall not exceed, 100 persons seated for dining, or else 125.
(B)    The Hall Company reserves the right to levy additional charges (currently £50 per hour or part thereof) on the Hirer should they exceed the allotted period of hire as set out on their Booking Form. Please note. The period of hire on the Booking Form should include any ‘’set-up, clearance and lock-up time’’ which may be required as agreed by The Hall Company in advance.
(C)     The Hirer shall not permit any part of The Premises to be used for any purpose which may cause nuisance, damage, annoyance or inconvenience to the catering, bar or other appointed staff, the general public, or any other persons using a separate part of The Premises at the same time, or occupiers of adjoining properties or the surrounding neighbourhood. 
(D)     The Premises may not be used for unlawful or immoral activities. The Premises are constantly monitored and recorded by CCTV cameras and it is the Hirer’s sole responsibility to make all users aware that they are being monitored and recorded and that any recordings requested by the police or other authorised authorities will, upon their request, be provided to them.
(E)     All rubbish, waste food and any other such detritus generated during the period of the Hirer’s function shall be the sole responsibility of the Hirer to remove from The Premises and it is the Hirer’s responsibility to leave The Premises in a clean and tidy condition except when paying a separate cleaning fee as specified in the Booking Form.
(F)     No drawing pins, tapes, glues or other such fixing methods are to be used to affix items to the physical fabric of The Premises. (Blue-Tac or White-Tac is acceptable)

 

 3 Maintenance of Good Order 

(A)     The Hirer may be required to close, vacate or restrict the use of any part of The Premises, or The Premises as a whole, should it appear necessary or desirable in the interest of good order, or to prevent damage or injury to those present, as decided by The Hall Company, The Designated Premises Supervisor or any other person acting on behalf of The Hall.
(B)     The Hirer is responsible for all damage sustained by The Hall, or any equipment therein, incurred during the period of the hire and the Hirer will be required to recompense The Hall Company accordingly.
(C)     If any part of the premises is used for any purpose different from that for which was specified in the Booking Form by the Hirer, the Board of Directors, The Designated Premises Supervisor or Authorised Staff may, at any time during the period of the hire, terminate the proceedings without any liability by The Hall Company to The Hirer.
(D)     No person or persons shall hold or promote an event on The Premises that has chargeable tickets available to the general public without the written permission of the Designated Premises Supervisor.

4 Use of Equipment

(A)    The Hirer may have use of specified hall equipment with the permission of, and subject to, the control of the Board of Directors, Designated Premises Supervisor or Authorised Staff.
(B)     All electrical equipment that may be hired-in or supplied by The Hirer must have valid Portable Appliance Test (P.A.T.) Certification, which should be made available for inspection upon request.

 

5 Supply of Liquor, Food & Consumables 

  1. No alcoholic drinks may be consumed on the premises unless purchased from the bar, therefore corkage is not permitted or available

  2. The Hirer shall comply with all the Provisions of the Licensing Act 2003 (as amended) and shall ensure that all attending persons do so. Due to the residential location of The Hall, the bar will cease trading at 11.00pm.

  3. The Hirer shall not bring or attempt to bring onto The Premises any product for consumption without specific authority from Authorised Staff acting on behalf of the Board of Directors, e.g. The Booking Facilitator, or the bar staff on the day.    

  4.       Children under 13 are not permitted in the bar or bar lounge areas without adult supervision.

 

6 Fire 
(A)       It is The Hirer’s responsibility to make themselves and all guests that they may have fully conversant with the positioning of all FIRE EXITS, call points and fire extinguishers.
(B)     The Hirer must ensure that nothing obstructs the passageways or doors to any fire exit during the period of hire.

 

7 Loss or Damage: 
(A)    Neither the Board of Directors, the Designated Premises Supervisor nor any other Authorised Staff shall be held responsible for any loss or damage to any property of, or belonging to, The Hirer or any guests or persons attending The Premises arising during the period of the hiring, nor for any losses, damage, or injury which the Hirer or any guests or persons resorting in The Premises during the period of the hire may incur, arising from any cause whatsoever, or may suffer. 
(B)    The Board of Directors reserve the right to demand an upfront damage security deposit of £250.00, which will be refunded if the fabric of The Premises and/or facilities is not damaged during the term of hire.  

(C)    If any damage should occur to the building or its contents during the period of the hire it must be advised to the Designated Premises Supervisor or Authorised Staff as soon as is practicable.
 

8 Data Protection – Data Control

(A)    The Hirer’s personal details are retained on the Booking Facilitators password protected personal computer within contacts and on the manual file copy of the completed Booking Form. Details of our Data Protection Policy may be found at www.paddockwoodmasonichall.org .  Details will be erased upon request, following the hire completion date.

9   Payment of invoices 

(A)    All invoices to be paid within 14 days of receipt.
(B)   In respect of any bookings made 30 days or more in advance a final invoice will be issued 28 days before the event and must be paid within 14 days of the date of the invoice or the booking will be cancelled under email advice.

PLEASE NOTE THAT YOU WILL BE CONSIDERED TO HAVE AGREED TO THE ABOVE TERMS AND CONDITIONS BY SIGNING AND SUBMITTING A COMPLETED BOOKING REQUEST FORM.

BY COMPLETING AND SUBMITTING OUR BOOKING REQUEST FORM, YOU AGREE THAT THE INFORMATION CONTAINED THEREIN WILL BE KEPT UNDER THE DATA PROTECTION ACT 2018 AND USED SOLELY FOR THE PURPOSE FOR WHICH IT IS INTENDED.

 

Definitions

The Hall – all those premises known as The Freemasons Hall, 57 Maidstone Road, Paddock Wood, Tonbridge, Kent, TN12 6DJ

The Premises - all those premises known as The Freemasons Hall, 57 Maidstone Road, Paddock Wood, Tonbridge, Kent, TN12 6DJ

The Hall Company – Paddock Wood Freemasons Hall Limited – Company Reg No 00200709

Board of Directors – all those directors of Paddock Wood Freemasons Hall Limited

Booking Form – Standard document as provided by The Hall Company specifically for the purpose of hall bookings

Booking Facilitator – that person designated as such by the Board of Directors

Hirer – a booking applicant who has received confirmation from Booking Facilitator that their booking request has been agreed

Designated Premises Supervisor – that person designated as such by the Board of Directors

Authorised Staff – any person, or persons, acting on behalf of The Hall Company or Designated Premises Supervisor

Paddock Wood Freemasons Hall Ltd – Privacy Policy

Privacy Policy

Last updated: August 08, 2024

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy. This Privacy Policy has been created with the help of the Privacy Policy Generator.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.

  • Affiliate means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.

  • Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Paddock Wood Freemasons Ltd., 57 Maidstone Road, Paddock Wood, Kent, TN12 6DJ

  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

  • Country refers to: United Kingdom

  • Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

  • Personal Data is any information that relates to an identified or identifiable individual.

  • Service refers to the Website.

  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

  • Website refers to Paddock Wood Freemasons, accessible from www.paddockwoodmasonichall.org

  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address

  • First name and last name

  • Phone number

  • Address, Town/City, County, Postal code, 

  • Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

At some point we may use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyse Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.

  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. Learn more about cookies on the Privacy Policies website article.

We use both Session and Persistent Cookies for the purposes set out below:

  • Necessary / Essential Cookies

Type: Session Cookies

Administered by: Us

Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

  • Cookies Policy / Notice Acceptance Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

  • Functionality Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.

  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

  • For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

  • To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.

  • To manage Your requests: To attend and manage Your requests to Us.

  • For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.

  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.

  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honour this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.

  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.

  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.

  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

Our Service may give You the ability to delete certain information about You from within the Service.

You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.

Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation

  • Protect and defend the rights or property of the Company

  • Prevent or investigate possible wrongdoing in connection with the Service

  • Protect the personal safety of Users of the Service or the public

  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information.

Links to Other Websites

We have a recruitment site www.justaskus.org, which is used to collect data submitted by members of the public seeking further information about joining Freemasonry in Paddock Wood. 
Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

 

Paddock Wood Freemasons

 Data Protection

Data Protection Policy

This data protection policy regulates how the Paddock Wood Freemasons Hall Ltd.,  processes and stores personal data of its members.  It applies to all employees, officers, members,  volunteers and all other users of the Hall.  Its purpose is to ensure that the Hall complies with the law and with high data protection standards. 

In this policy “personal data” means any recorded information which identifies a living individual. 

  1. Purposes

As a membership organisation the Hall processes, retains and shares personal data of members for the purposes set out in the Data Protection Notice.  Where the Hall  employs or contracts with a member it may also process, retain and share personal data of that member for all lawful purposes related to that employment or contractual relationship.

The Hall  shall not collect or store personal data of members for any other purposes. 

  1. Appointment of a Data Protection Officer

The Hall shall appoint a Data Protection Officer who will oversee compliance with data protection law and will act as a point of contact for members and the Information Commissioner’s Office (the “ICO”).  The Data Protection Officer shall have a direct line of communication with the Provincial Grand Master and shall have, or shall undergo training to ensure that he has, knowledge of data protection law and practices.

  1. Members’ data rights

A member may request that the Data Protection Officer:

  1. provides him with a copy of all personal data that the Hall holds about him. The Data Protection Officer shall promptly provide a copy of all information required to be disclosed by law. 

  2. rectifies any incorrect personal data held by the Hall about him. The Data Protection Officer shall promptly consider such a request and respond to it in accordance with the law.

  3. stop the Hall from some or all of its processing of his personal data. The Data Protection Officer shall promptly consider such an objection and respond to it in accordance with the law. 

 

  1. Deletion of personal data

A member may resign from a Lodge in the Hall  at any time.  After it has processed such resignation(s) the Hall shall delete personal data that it holds about that member as set out in the Data Protection Notice.

  1. Sharing data with third parties

As a membership organisation the Hall shares:

  1. personal data of its members with the United Grand Lodge of England; and

  2. personal data of members of each Lodge in the Province with that Lodge,

as required by the Book of Constitutions or bodies it sanctions from time to time.  It will not share personal data of members for any other reason unless it has the consent of the relevant member.

  1. Data Protection Notice

The Hall shall publish a Data Protection Notice so that it is available to members.  The Notice shall comply with the requirements of data protection law and among other things shall inform members how their personal data will be used by the Hall and how they may contact the Hall’s Data Protection Officer. 

  1. Data security

The Hall shall periodically review the security of its records and processing activities and shall take appropriate steps to ensure the confidentiality, integrity and availability of personal data that it holds. 

  1. Registration with ICO

The Hall  shall maintain its annual registration with the ICO. 

  1. Reporting breaches to the Data Protection Officer

Actual or potential breaches of this policy, or of data protection law by the Hall, shall be reported immediately to the Data Protection Officer.  Breaches shall be reported if required by the Data Protection Officer to the ICO or to the member(s) whose data is affected.  Normally the Data Protection Officer shall not report breaches without prior consultation with the Provincial Grand Master and Provincial Grand Secretary. 

 

Date policy updated: 9th August 2024

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