Your personal data – what is it?

“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 directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data).  The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.

Who are we? 

This Privacy Notice is provided to you by the City of Ely Council which is the data controller for your data. 

Other data controllers the council works with:

  • [e.g. other data controllers, such as local authorities  
  • Community groups
  • Charities 
  • Other not for profit entities 
  • Contractors

We may need to share your personal data we hold with them so that they can carry out their responsibilities to the council.  If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.

A description of what personal data the council processes and for what purposes is set out in this Privacy Notice.  

The council will process some or all of the following personal data where necessary to perform its tasks: 

  • Names, titles, and aliases, photographs;
  • Contact details such as telephone numbers, addresses, and email addresses;
  • Where they are relevant to the services provided by a council, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;
  • Where you pay for activities such as use of a council hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
  • The personal data we process may include sensitive or other special categories of personal data such as criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric data, data concerning and sexual life or orientation.

How we use sensitive personal data  

  • We may process sensitive personal data including, as appropriate:
    • information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;
    • your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
    • in order to comply with legal requirements and obligations to third parties.
  • These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data. 
  • We may process special categories of personal data in the following circumstances:
    • In limited circumstances, with your explicit written consent.
    • Where we need to carry out our legal obligations.
    • Where it is needed in the public interest.
  • Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. 

Do we need your consent to process your sensitive personal data?

  • In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data.  If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. 

The council will comply with data protection law. This says that the personal data we hold about you must be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

We use your personal data for some or all of the following purposes:

  • To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;
  • To confirm your identity to provide some services;
  • To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);
  • To help us to build up a picture of how we are performing; 
  • To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions;
  • To enable us to meet all legal and statutory obligations and powers including any delegated functions;
  • To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;
  • To promote the interests of the council; 
  • To maintain our own accounts and records;
  • To seek your views, opinions or comments;
  • To notify you of changes to our facilities, services, events and staff, councillors and other role holders; 
  • To send you communications which you have requested and that may be of interest to you.  These may include information about campaigns, appeals, other new projects or initiatives;
  • To process relevant financial transactions including grants and payments for goods and services supplied to the council
  • To allow the statistical analysis of data so we can plan the provision of services.

Our processing may also include the use of CCTV systems for the prevention and prosecution of crime. 

What is the legal basis for processing your personal data?

The council is a public authority and has certain powers and obligations.  Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers.  Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services.   We will always take into account your interests and rights.  This Privacy Notice sets out your rights and the council’s obligations to you.

We may process personal 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 use of sports facilities, or the acceptance of an allotment garden tenancy

Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

Sharing your personal data

This section provides information about the third parties with whom the council may share your personal data.  These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):

  • The data controllers listed above under the heading “Other data controllers the council works with”;
  • Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software;
  • On occasion, other local authorities or not for profit bodies with which we are carrying out joint ventures e.g. in relation to facilities or events for the community. 

How long do we keep your personal data?

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 currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information.  We may have legal obligations to retain some data in connection with our statutory obligations as a public authority.  The council is permitted to retain data in order to defend or pursue claims.  In some cases, the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims).  We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim.  In general, we will endeavour to keep data only for as long as we need it.  This means that we will delete it when it is no longer needed.

Your rights and your personal data  

You have the following rights with respect to your personal data:

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.

  1. The right to access personal data we hold on you
  • At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from.  Once we have received your request we will respond within one month. 
  • There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee. 
    1. The right to correct and update the personal data we hold on you
  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated. 
    1. The right to have your personal data erased
  • If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold. 
  • When we receive your request, we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation). 
    1. The right to object to processing of your personal data or to restrict it to certain purposes only
  • You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data. 
    1. The right to data portability
  • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
    1. The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
  • You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
    1. The right to lodge a complaint with the Information Commissioner’s Office.
  • You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
  • Transfer of Data Abroad
  • Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) 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].
  • Further processing
  • If we wish to use your personal data for a new purpose, not covered by this 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, if we start to use your personal data for a purpose not mentioned in this notice.
  • Changes to this notice
  • We keep this Privacy Notice under regular review and we will place any updates on our website.  This Notice was last updated in February 2018.
  • Contact Details
  • Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
  • The Data Controller, City of Ely Council, Sessions House, Lynn Road, Ely, Cambs, CB7 4EG
  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Terms and Conditions relating to the private hire of the Maltings, Ely.

DEFINITIONS

• 'Premises' means the Maltings.

• ' The term 'we' in this document means The Maltings - City of Ely Council.

• Hirer means the individual person or persons applying to use the Premises for themselves, or on behalf of any organisation. The term 'you' in this document means the user.

APPLICATION TO USE

1. You must complete our booking form to make a formal application for use. We may ask a nominee known to us to support your application.

2. You may not sub-let or assign the Premises.
3. You must not advertise your event at the Premises until we have accepted your booking.

4. We may refuse any application without needing to give a reason. USE OF PREMISES

1. You can exclusively use the rooms stated as agreed on your booking form / invoice. Use of the kitchen and equipment is by prior agreement with us.

2. You must make sure that no undesirable person is permitted to enter the Premises or otherwise make use of the same, and that nobody makes unreasonable use of the Premises or its facilities.

3. Your use of the Premises must not create excessive noise or any other nuisance to the neighbouring residents or other persons. You may be requested to complete and sign a noise management document which should be returned to the venue management prior to your event.

4. You must arrange any necessary licenses relating to your intended use of the Premises and accept all relevant statutory responsibilities for the event as agreed by the venue management.

5. You must make sure that nobody smokes or vapes in any part of the Premises.

6. If we ask you to, you must have registered SIA security staff at your event – dependant on event, this will be at your cost.

7. You must not use decorations of any sort at the Premises without our agreement. Any such decorations must be completely removed from the Premises at the end of each period of use. Bouncy castles are not permitted. We do not allow anything to be hung from high beams in main hall. No nails or glue should be used, or any fixtures which would damage the walls/any area of the building permanently or leaving residue marks (*see damage clause).

8. You must not interfere with any of our equipment within the Premises. You can bring you own equipment, such as amplifiers, lights, etc into the Premises if we have agreed to it. Your equipment will require an up to date Portable Appliance Test.

9. You must clean the premises after your hire and leave ‘as found’ with all decorations/rubbish etc removed.

PUBLIC SAFETY AND ACCESS

1. We, our agents, and any of the Emergency Services, can enter the Premises at any time without prior notice.

2. You must make sure the marked fire exits are operational and are kept clear at all times.

3. You must provide adequate first aid materials appropriate to your use of the Premises.

4. The maximum permitted number of persons allowed is as we agree on your application.

5. Risk Assessments must be carried out for your hire on request and you must reduce all hazards as appropriate.

6. You must familiarise yourself with the venues fire evacuation procedures on arrival and ensure your guests are briefed.

7. As the building is based in a residential area, you must ensure your guests leave quietly and in a respectful manner.

PROVISIONAL BOOKINGS

A booking can be held for a max of 7 days from first point of formal request; however these are cancelled automatically in our bookings diary if you have not confirmed with the required booking form and deposit payment within this time. This responsibility lies with you as the organiser.

REGULAR HIRERS

Regular hirers may be afforded separate payment terms, i.e. weekly (min 30 bookings over 12 months) monthly hire (min 10 bookings over 12 months) or an annual booker over 3 years. This is discretionary and must be agreed with the Venue Manager during the booking process.

USAGE CHARGES

1. We will put together a formal quotation and invoice, based on your initial enquiry details, these should be confirmed through a completed booking form emailed through to This email address is being protected from spambots. You need JavaScript enabled to view it. .

2. Payment of a 50 % deposit is due to confirm your booking and the remaining balance required 4 weeks before the event. If this is not received the hire will be cancelled. If the event is taking place within 4 weeks of the booking enquiry date, the full amount is due to secure the booking.

3. We will not increase your usage charge once you have paid your deposit even if we subsequently decide to increase our charges generally.

4. The prices quoted for all rooms are in accordance with the current tariffs.

5. Cheques should be made payable to the City of Ely Council and sent to the address on the booking form.

6.All bookings have a min of 2 hours hire. CANCELLATION

1. Failure to make payments by required deadlines will result in the immediate suspension of the booking; with further bookings being refused until all arrears have been cleared

2. All cancellations must be received in writing. If cancellations are made the following charges will apply: -

Less than 1 week before event date - 100% of event costs 1 to 2 weeks before event date - 85% of event costs
3 to 6 weeks before event date - 50% of event costs
7 to 10 weeks before event date - 25% of event costs 3.Change of Date

Once a booking has been confirmed, any change of date may result in forfeiture of the booking deposit. Whilst every effort will be made to accommodate changes in date, the provision of rooms, equipment and other requirements cannot be guaranteed.

4. We reserve the right to cancel your booking, at short notice, due to any unforeseen circumstances, or if we believe for any reason the venue to be unsafe for use for any reason to the public – In this case we would issue you with a full refund, but that would be the limit of liability to you.

INDEMNITY AND INSURANCE

1. We will not be responsible for the loss, theft of or damage to property belonging to you or any person attending the Premises.

2. You must indemnify and keep us and our agents from and against all claims, costs, damages, expenses, actions or demands whatsoever arising out of or in any way connected with the hire of the Premises.

3. We will hold you responsible for the costs of any necessary repairs to the Premises/replacement of equipment, or industrial cleaning required, arising from your use, including any consequential losses, should the Premises be unusable as a result of your hire.

4. We may request copies of your Public Liability Insurance before accepting a booking. This must be a minimum of £2 million

 

TERMINATION OF USE

If you do not comply with one or more of these conditions or our instructions or requests, then we can exclude you or any person in the Premises from the Premises, with immediate effect until you do comply, but this will not relieve you from any obligations under these conditions. You must only use the Premises for the purpose(s) we have agreed to, and we reserve the right, if we believe your use is improper, unseemly or undesirable, by immediately terminating your booking without payment of any compensation or refund of any payments made by you to us.

COMMENTS / COMPLAINTS

Any comments or complaints should be made to the Duty Manager at the time of your event to allow us opportunity to resolve and investigate at the time. We appreciate all feedback to enable us to continue to deliver a high standard of service, and welcome feedback of all types.

CARPARKING – LOADING/UNLOADING

We are only able to offer space for parking for up to FOUR vehicles in total (including catering and any externals parties you are using) at the rear of the venue in a small staff parking area, if space is available. These vehicles should ideally be agreed in advance of your booking date, and the manager on duty will issue a permit on arrival which should be displayed clearly in the front window of the vehicle. Vehicles are able to unload at the front of the building from the access road, but should not block the main entrance doors, and should not be longer than 20 minutes unloading (only one vehicle at a time).

FOOD AND DRINK

The Maltings reserves the right to be sole supplier of all alcohol, food and other drinks and consumables. We are able to tailor packages and wine lists to most events. Own alcohol may only be brought into venue for seated meals inthe main hall, and as wine at the table only – this must be agreed in advance during the booking process and will be checked on arrival with the Duty Manager.A corkage fee will apply.

We provide catering options for meetings etc – however should you choose to employ an external caterer for your event, we will need to agree this in advance during the booking stage, and will require copy of the company’s Food Hygiene certification, along with a copy of their public liability insurance certificate and Food and Safety Management Systems.

LOST PROPERTY

If found, we will hold on the premises for a maximum of one month – for the purpose of hygiene certain items will be disposed of immediately such as soiled clothing or perishable goods. Please contact us directly on 01353 662633 or email This email address is being protected from spambots. You need JavaScript enabled to view it. for enquiries. 

Coronavirus (COVID-19) update

We appreciate it is currently a strange time for us all right now, with no clear end in sight. We just wanted to ensure our customers, that we are still working as normal and that we are here at the drop of an email.

We have currently closed our venue for the time-being to ensure the safety of our staff, customers, suppliers and friends but we are looking forward to re-opening as soon as we can, with a variety of new events and some postponed events. Keep an eye on our website and our Facebook page to keep up-to-date with all our events, details and news!

You can also find out more about the Ely Community Covid-19 Aid Group here.

In the meantime I wish you all the best and hope you all stay safe and well in these times of uncertainity.

Look forward to seeing you in our venue soon.

Thank you

Lola and all at The Maltings