Forest Venues privacy notice

Forest Venues is the Council’s primary events management department responsible for all matters in connection with hiring the venue.

The Council is the data controller for the purposes of venue hire enquiries and bookings. The purpose of this privacy policy is to tell you what information we collect about you when you use our service. It will also detail how we use that information and who we may share it with.

If you have questions regarding this service or our privacy practices, you can contact us by e-mail or in writing. Email venues@walthamforest.gov.uk or call 020 8496 8018 for more information.

You can also contact us by post. Please write to:

Forest Venues
Waltham Forest Town Hall
Forest Road
Walthamstow
E17 4JF

Please note that face-to-face meetings are by appointment only and can be arranged with the service by email.

To deliver this service (including venue hire enquiries and bookings), we will process:

• name
• address
• email address
• phone number
• organisation
• event details.

We will use your information to respond to enquiries and to liaise with you to organise your event.

We need your information to process your venue booking. When you submit your details, you enter into a contract with the Council and agree to the Venue Hire terms and conditions.

If we need to use your information for any other purpose, we will normally obtain your consent before using it.  We will not use your information for marketing or sales purposes without your prior explicit consent.

We may share your information with our preferred/verified suppliers, like caterers.

The Council is required by law to protect the public funds it administers. We may share information with other bodies responsible for auditing, administering public funds, or where undertaking a public function, in order to prevent and detect fraud. You can find our anti-fraud Privacy Notice on our website.

We will hold this information for the duration of the venue hire contract with you plus six years.

Our Data Protection Officer

Our Data Protection Officer is Mark Hynes, you can contact him by email at data.protectionofficer@walthamforest.gov.uk

Protecting your information

Please see the relevant section of the Corporate Privacy Notice.

Your information choice and rights

Please see the relevant section of the Corporate Privacy Notice.

Complaints and contact details

These are included in the relevant section of the Corporate Privacy Notice.

Information Commissioner’s Office

If we’re unable to resolve your complaint to your satisfaction, you can complain to the Information Commissioner's Office (ICO)