Who we are
Village Hall Hub is booking, invoicing and compliance software for village halls and community buildings across the UK. It is run as a sole trader based in the United Kingdom.
If you have a question about this policy, or want to exercise any of the rights below, write to hello@villagehallhub.co.uk.
Who this applies to
Two different sorts of people use Village Hall Hub, and we hold their information for different reasons.
Committee members and staff of a hall. You have an account with us. We are the data controller for that account.
Hirers of a hall. Your details were given to the hall you hire from, and the hall holds them. The hall is the data controller; we store and process that information on the hall's behalf, under their instructions. If you want your details changed or removed, ask the hall — they can do it themselves, and they are the ones who decide.
What we collect, and why
If you have an account: your name, email address and password. The password is stored only as a secure one-way hash, never in a form we could read. When you sign in on a phone we also record a name for that device, for example "android - Pixel 8", so your hall can see which devices have access and stop any of them.
What you enter as you work: bookings, hirers, invoices, payments, safety checks, documents and the rest of your hall's records. We hold this so the software can do its job. It belongs to your hall.
If you are a hirer using the app: the link and four-digit PIN your hall emailed you are exchanged for an access token that lasts 90 days. Your PIN is not stored on your phone.
Technical records: for every request the app or an integration makes to our API we record which hall and account it came from, what was asked for, whether it succeeded, how long it took and the IP address it came from. We keep this to investigate faults and misuse. We do not record the contents of those requests.
What we do not do
- We do not show adverts, and we do not sell or share your information with advertisers.
- We do not use analytics, tracking or profiling tools in the mobile app. There are no third-party tracking SDKs in it at all.
- We do not track you across other apps or websites.
- The app asks for no permissions on your phone beyond internet access. It does not use your contacts, your location, your camera or your photos.
What the app keeps on your phone
Your sign-in token is held in the phone's own secure storage — the Android Keystore — and not in ordinary app settings.
If you record something while you have no signal, it is kept in the app's private storage until it can be sent, and then deleted. Nothing else about your hall is stored on the phone except the hall's name and what you are allowed to do, kept so a screen can still be drawn when there is no connection.
Signing out removes all of it.
Who else sees it
Running the service means using a small number of other companies. They act on our instructions and may not use your information for anything of their own.
- Our servers and database are provided by a hosting company, in a data centre in the United Kingdom.
- Emails the system sends are delivered by our email provider.
- Card payments, where a hall takes them, are handled by Stripe. We never see or store card numbers.
- On the Professional plan only, the optional AI assistant sends the booking and hirer names it needs to answer a question to OpenAI in the United States. It never sends email addresses, phone numbers, postal addresses or payment details, it cannot change anything, and your committee can switch it off.
When the mobile app first runs it downloads two typefaces from Google's font servers, which tells Google the device's IP address. It sends nothing else, and no account information.
We will hand over information if the law requires it. We do not sell your data, or your hirers' data, to anybody, ever.
How long we keep it
Your hall's records are kept for as long as the hall has an account, and for 90 days after it closes, so that a hall which leaves and changes its mind does not lose everything. After 90 days they are deleted.
Technical request logs are kept for 90 days and then deleted automatically.
Your rights
You can ask for a copy of what we hold about you, ask us to correct it, or ask us to delete it. You can object to how we use it and ask us to restrict it. Write to hello@villagehallhub.co.uk and we will answer within one month.
If you are a hirer, ask the hall first — they hold your details and can act straight away.
If you think we have handled your information badly you can complain to the Information Commissioner's Office at ico.org.uk.
Deleting your account
You can ask us to delete your account and everything in it by writing to hello@villagehallhub.co.uk from the email address on the account. You do not need the app to ask, and you do not need to give a reason.
How to delete your account sets out exactly what is removed, what is kept and for how long.
Changes to this policy
If we change this policy we will change the date at the top, and tell account holders by email if the change is a significant one.
There is more detail on where your hall's records live and how they are protected on the security page.