Who we are and what we do

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 writingEmail 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
E17 4JF

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

Information we hold about you

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

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

Why we need your information and how we use it

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

The lawful basis for the processing

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.

Who your information will be shared with (if applicable)

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.

How long we will keep your information

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