Conditions of Hire
The Centre is a building held by Trustees on behalf of the local residents and run by volunteers as a meeting place for local organisations. Whilst charges have to be made for its use, it is a NON-PROFIT making undertaking and registered as a charity. In order to keep it running on an economical basis, hirers are requested to observe the following conditions of use.
These standard conditions apply to all hiring of the Northcourt Centre and signed acceptance of these terms will be required before booking is confirmed. If the Hirer is in any doubt as to the meaning of the following, the Hall Secretary or Booking Clerk should immediately be consulted.
1. Age
The hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.
2. Supervision
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, 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 premises whatever their capacity. The hirer shall only use the hall for which they have paid rental and is not permitted to use any other part of the building. Proper supervision of car parking arrangements are to be followed so as to avoid obstruction of the highway. As directed by the Hall Trustees and Bookings clerk, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
3. Bookings and Cancellation:
Bookings are secured by payment of a deposit for each let and all bookings are provisional until a deposit is received. Security Deposits, when taken, are refundable on satisfactory inspection of cleanliness of the Hall, grounds and contents after the let. At the Letting Secretary's discretion, the deposit may be increased for certain events.
Full payment for the Hire must be made 28 days before the event or the booking will be cancelled. Short notice bookings less than 28 days before the event will require full payment at the time of booking.
If the Hirer wishes to cancel the booking before the date of the event and the Northcourt Centre is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Northcourt Centre. The Northcourt Centre reserves the right to cancel this hiring by written notice to the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
(b) the Northcourt Centre’s management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
(c) the premises becoming unfit for the use intended by the Hirer
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Northcourt Centre shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
4. End of hire:
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, including removing all rubbish, clearing floors and cleaning kitchen work surfaces etc. That the hall is properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the village hall shall be at liberty to make an additional charge.
5. Use of premises
The Hirer shall not use the premises (including the car park) for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
All Hire includes shared use of Kitchen and Coffee room
No Hire after 11.00pm..................No Bouncy Castles /Teenage Discos
Music to be shut off by 10:30pm latest
All windows and external doors to remain closed after 09:30pm and no use of outside space after this time
Fire Exit doors MUST NOT be propped open for airflow and should only be used in case of emergency
All Waste to be removed by hirer
All Lights and kitchen switches to be turned OFF
All Doors and Locks to be secured
All keys to be returned to centre safe box after use.
6. Insurance and indemnity
(a) The Hirer shall be liable for:
(i) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises
(ii) all claims, losses, damages and costs made against or incurred by the Northcourt Centre’s management committee, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and
(iii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the Northcourt Centre’s employees, volunteers, agents and invitees against such liabilities.
(b) The Northcourt Centre shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The Northcourt Centre shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Northcourt Centre management committee and the Centre’s employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.
(c) Where the Northcourt Centre does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Northcourt Centre’s Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Northcourt Centre Secretary to rehire the premises to another Hirer. The Northcourt Centre is insured against any claims arising out of its own negligence.
7. 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.
7a Temporary Event Notice:
The Community Association does NOT have a Premises Licence for the provision of licensable activities and regulated entertainment as specified under the Licensing Act 2003.If you are holding an event and want to sell or supply alcohol, or put on entertainment such as music, dancing or films, boxing or wrestling, then you may need to apply for a Temporary Event Notice (TEN)to the local licensing authority. A TEN application should be submitted at least 10 working days before your hire. Please contact the Vale of White Horse District Council for further advice (http://www.whitehorsedc.gov.uk/services-and-advice/business/licensing/temporary-events-notices).If a TEN is required it is important that you also notify the Community Centre Bookings Secretary for the purposes of recordkeeping.
If you are holding an event that involvesgambling, gaming, betting or lotteriesplease contact the Vale of White Horse District Council for advice on the need for a licence (http://www.whitehorsedc.gov.uk/services-and-advice/business/licensing) and advise the Community Centre Bookings Secretary of the outcome.
8. Music Copyright licensing:
The Hirer shall ensure that the Northcourt Centre holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, that the hirer holds a licence.
9. Film:
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.
10. Childcare Act 2006:
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the village hall management committee with a copy of their DBS checks and Child Protection Policy on request.
11. Public safety compliance:
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
The Hirer shall also comply with the hall’s health and safety policy. The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the secretary of the management committee.
The Hirer acknowledges that they have read instructions in the following matters:
· The action to be taken in the event of a fire this includes calling the Fire Brigade and evacuating the hall.
· The location and use of fire equipment.
· Escape routes and the need to keep them clear_
· Method of operation of escape door fastenings_
· Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
· Location of the First Aid box.
(b) In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:
·That all fire exits are unlocked and panic bolts in good working order_
·That all escape routes are free of obstruction and can be safely used for instant free public exit
·That any fire doors are not wedged open_
·That the Fire Exit signs are illuminated_
·That there are no obvious fire hazards on the premises_
·That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).
12. Noise:
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises. All doors and windows to be closed after 9:30pm with music turned off bu 10:30pm.
13. Drunk and disorderly behaviour and supply of illegal drugs:
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. No illegal drugs may be bought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises in accordance with the Licensing Act 2003.
14. Health and hygiene:
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator.
15. Electrical appliance safety:
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work regulations 1989. Where a residual circuit breaker is provided the Hirer must make use of it in the interests of public safety. The Northcourt Centre reserves the right to conduct spot checks to make sure that all equipment used in the hall has passed the required PAT test.
16. Stored equipment:
The Northcourt Centre accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
The Northcourt Centre may use its discretion in any of the following circumstances:
(a) Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.
(b) Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the Northcourt Centre management committee disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
17. Smoking:
The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.
18. Accidents and dangerous occurrences:
Any failure of equipment belonging to the Northcourt Centre or brought in by the Hirer must also be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a member of the Northcourt Centre management committee as soon as possible and complete the relevant section in the Northcourt Centre’s accident book. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The Northcourt Centre Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)
19. Explosives and flammable substances:
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises and that
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
20 Heating:
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
21. Animals:
No animals whatsoever are to enter the kitchens at any time.
22. Fly posting:
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Northcourt Centre’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
23. 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. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
24. No alterations:
No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Northcourt Centre remain in the premises at the end of the hiring. It will become the property of the Northcourt Centre unless removed by the Hirer who must make good to the satisfaction of the Northcourt Centre any damage caused to the premises by such removal.
25. No rights:
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Data Protection
NORTHCOURT CENTRE
Data Protection Policy
1. Introduction
In order to manage its affairs, the Northcourt Centre needs to gather, store and use certain forms of information about individuals.
These include, trustees, committee members, employees, leaders of sections, principal hirers volunteers, contractors, volunteers, audiences and potential audiences, and other people the Northcourt Centre has a relationship with, or regularly needs to contact. (Hereafter referred to as Contacts) Northcourt Centre is committed to protecting individuals’ privacy and processing their personal data in accordance with the General Data Protection Regulations (GDPR). This policy explains how the information we collect is used and kept securely, as well as the individual’s right to access information that is held concerning them under the Data Protection Legislation.
This policy explains how this data is collected, stored and used in order to meet the Northcourt Centre data protection standards and comply with the law.
2.This policy ensures that Northcourt Centre:
Protects the rights of its Northcourt Centre Contacts and complies with data protection law and follows good practice
Protects the Northcourt Centre from the risks of a data breach.
Who and what does this policy apply to?
This applies to all those handling data for and on behalf of the Northcourt Centre, for example:
• Trustees
• Committee members
• Employees and volunteers
• Section leaders
• Contractors/Third-party suppliers
It applies to all data that the Northcourt Centre holds relating to individuals, including:
• Names
• Email addresses • Postal addresses • Phone numbers
• Any other personal information held (e.g. bank & financial)
Therefore, everyone who has access to data as part of the Northcourt Centre has a responsibility to ensure that they adhere to this policy.
3. The Data Controller
For the purposes of this legislation, the Management Committee of the Northcourt Centre is the Data Controller and is responsible for why data is collected and how it will be used. Any questions relating to the collection or use of data should be directed to the Data Controller via the Secretary.
4. The information we collect about you
The Northcourt Centre will only collect data where it is lawful and where it is necessary for the legitimate purposes of the Northcourt Centre. We will collect the following data:
· A name, email address, telephone number and any other information that individuals voluntarily provide to us when participating or in correspondence during the period of their association with Northcourt Centre.
· The name and contact details of all volunteers, committee members, employees and contractors when they take up a position within the Northcourt Centre. Such data will be used to contact them regarding Northcourt Centre administration related to their role.
· The IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server when visiting visit the Northcourt Centre website. (Northcourtcentre.com)
· We do not obtain personal data from other outside sources or third parties.
5. How we keep the information we collect
Any personal data that is in paper format will be kept securely .
Electronic data will be stored on a password-protected personal computer with anti-virus software that is backed up regularly. If you provide us with details of your bank account, these will be kept separate from your other personal data.
We will maintain the accuracy of your personal data whenever you inform us of changes that occur during the course of your membership.
6. How we use the data we collect
We will use your personal information for a number of purposes in connection with the running of the Northcourt Centre, including:
· To deal with your requests and enquiries;
· To contact you by telephone or email for reasons relating to use of the hall;
· To notify you about Northcourt Centre functions;
· To notify you of matters relating to the management of the Northcourt Centre activities including the Annual, Special and any Extraordinary General Meetings, matters relating to the Hall draw ;
· To notify you of any changes to the Northcourt Centre Constitution;
· We will never use data for any purpose other than that stated or, which can be considered to be reasonably related to it. Furthermore, we will ensure the data that is collected is relevant and not excessive.
· We will never pass on personal data to third parties without the explicit consent of the subject.
7. How long do we retain data
We will keep data on individuals for no longer than 12 months after the Northcourt Centre involvement with the individual has ceased, unless there is a legal requirement to keep such records.
8. How you can find out what data we hold about you
The following requests can be made in writing to the Data Controller via Northcourt Centre Secretary:
· All contributors to Northcourt Centre can request to see any data stored about them. Any such request will be actioned within 14 days of the request being made.
· All contributors to Northcourt Centre can request that any inaccurate data held on them is updated. Any such request will be actioned within 14 days of the request being made.
· Members and supporters can object to any storage or use of their data that might cause them substantial distress of damage or any automated decisions made based on their data. Any such objection will be considered by the Trustees and a decision communicated within 30 days of the request being made.
9. Amendments to the Privacy Policy
The Northcourt Centre Committee regularly reviews this Privacy Policy and any changes will be approved at a General Meeting. This Privacy Policy was first prepared in June 2018.
10. Complaints
If you have a complaint regarding Northcourt Centre use of your personal data then contact the Chair person in writing in the first instance via chair.northcourtcentreabingdon@gmail.com If your complaint is not resolved to your satisfaction you can make a formal complaint to the Information Commissioner’s Office (0303 123 1113).