Booking Confirmation: Your booking will be confirmed once Valley Centre Developments Ltd receives a signed booking form agreeing to these terms and conditions. If a signed booking form is not received, Valley Centre Developments Ltd will hold the booking for 48 hours after the request, after which the space may be offered to another client. All provisional bookings must be confirmed within 7 days; failure to do so may result in cancellation.

Payments: Full payment is required 7 days prior to your event. An invoice outlining the payment due date will be sent 30 days before the event or once the booking is confirmed.

Deposits: A 20% deposit may be required to confirm your booking. An invoice will be provided with details of the deposit and payment deadline. Failure to pay the deposit or full invoice within the specified period may result in the cancellation of your booking.

Changes to Booking: Confirmed delegate numbers must be provided at the time of booking to ensure accurate charges. Delegate numbers can be adjusted up to 15 days before the event with no additional charge. After this, no refunds will be provided for unfilled spaces. If more delegates attend than originally agreed, an additional charge will apply. Major changes to the booking can be made up to 28 days before the event. After this time, Valley Centre Developments Ltd is not obliged to accommodate changes.

Cancellation Policy: Cancellations must be made in writing and sent to general@valleyconferencing.eu Cancellations can be made without penalty up to 28 days before your event. Cancellations within 7-28 days of the event will incur a 50% charge of the total booking cost. Cancellations within 72 hours of the event will incur the full booking cost. Non-arrival without notice will also incur the full booking cost. Valley Centre Developments Ltd reserves the right to cancel or halt the event in the case of unacceptable behaviour, resulting in a 100% charge.

Timekeeping Policy: Valley Centre Developments Ltd will aim to open the premises at the agreed access time. If staff arrive more than 30 minutes late, a full room hire refund will be provided. If you arrive later than the agreed access time without notice, no refund will be given. If the event runs over the agreed time, additional charges may apply for each extra hour, with a 10-minute grace period.

Equipment Hire Policy: Equipment is checked before being handed over to clients. Any damage or faults upon return will incur charges for repair or replacement. If additional equipment is needed, it may be purchased, subject to availability, at the full cost.

External Catering: External catering is only permitted for special events where Valley Coffee cannot provide catering. Written authorization from Valley Conferencing is required, and a 25% fee of the booking cost will apply.

General Terms: Valley Centre Developments Ltd is a smoke-free site. Drugs, alcohol, and gambling are not permitted on the premises. Please note that we do not offer a prayer room, and we kindly ask that spiritual rituals or practices outside of Christianity are not conducted on the premises.

Please tick the box at the end of the booking form to confirm that you have read and agreed to these terms and conditions. Your booking will not be confirmed without this acknowledgment.

Privacy Policy

1. Your personal data – what is it? Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we? Valley Church (a partner organisation) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data? Valley Conferencing complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

• To administer membership records;

• To promote the interests of the organisation;

• To manage our employees and volunteers;

• To maintain our own accounts and records;

• To perform religious ceremonies and services;

• To inform you of news, events, activities and services at Valley Conferencing;

4. What is the legal basis for processing your personal data? Explicit consent of the data subject so that we can keep you informed about news, events, activities and changes in booking process. Processing is necessary for carrying out a legal or regulatory obligations; Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

• the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

• there is no disclosure to a third party without consent.

5. Sharing your personal data Your personal data will be treated as strictly confidential and will only be shared with other members of the organisation in order to carry out a service for purposes connected with Valley Conferencing. We may have to share your data with the following third parties or use third party service providers for the purposes set out below: CCPAS (The Churches’ Child Protection Advisory Service) – for DBS (disclosure and barring service checks) and safeguarding queries. ChurchSuite – personal data, provided by consent, will be processed via ChurchSuite in order to maintain the conferencing database and to allow communication via email. ClearBooks – for financial purposes relating to giving information and maintains a database of donors etc. Google – for communication purposes via email and data/document storage. HM Revenue & Customs – for financial purposes. HSBC Bank – for financial purposes. MailChimp and TextLocal – for church-wide communication. Please see below for further information relating to MailChimp. Professional advisers (lawyers, insurers in the UK who provide legal and insurance services). We require all third parties to respect the security of your personal data and treat your data in accordance with the law. Our third party service providers are not allowed to use your personal data for their own purposes. They are only permitted to process your personal details for specified purposes and in accordance with our instructions. 5.1. International Transfers- We do not transfer your personal data outside of the European Economic Area (EEA). However we do use MailChimp, which is a third party communications and marketing provider, whose servers are based in the USA. MailChimp is certified under the EU-US Privacy Shield framework approved by the European Commission.

6. How long do we keep your personal data? We keep data for as long as you are using of Valley Conferencing and/or have consented to us keeping you informed of events and activities in our organisation. Specifically, we retain membership data while it is still current.

7. Your rights and your personal data Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: ● The right to request a copy of your personal data which Valley Conferencing holds about you and your organisation; ● The right to request that Valley Conferencing corrects any personal data if it is found to be inaccurate or out of date;

• The right to request your personal data is erased where it is no longer necessary for Valley Conferencing to retain such data;

• The right to withdraw your consent to the processing at any time

• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

• The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics] ● The right to lodge a complaint with the Information Commissioners Office.

8. What we may need from you Please note that for any requests made, Valley Conferencing may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that your personal data is not disclosed to any person who has no right to receive it. This may involve contacting you to ask for further information.

9. Obligation to inform us of any changes to your personal data It is very important that the personal data we hold about you is accurate, as such, we ask that you inform us of any changes to your personal data so we may update our database accordingly.

10. Third party website links Our website may include links to third party websites. Please note that by clicking on those links, third parties may be able to collect or share data about you. Any data collected in this way will not have been shared by Valley Conferencing. Valley Conferencing does not control these third party websites and is not responsible for their privacy policies/notices, as such, please ensure that you read the websites’ privacy notice or privacy policy when you visit the site.

11. Further processing If we wish to use your personal data for a new purpose, not covered by this Data Privacy 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.

12. Contact Details To exercise all relevant rights, queries of complaints please in the first instance contact the Designated Data Controller at: Valley Church, Fourfields, Bamber Bridge, Preston, PR5 6GS Telephone: 01772 696717 Email: general@valleychurch.eu You can contact the Information Commissioners Office on 0303 123 1113, via their website or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Last updated: Thursday 30th May 2019