Privacy
We’re a volunteer committee running a hall, not a company that wants your data. This page says plainly what happens to anything you send us.
The short version
- If you fill in a form, we get what you typed. Nothing else.
- We use it to answer you and to arrange your booking.
- We don’t sell it, share it, or add you to a mailing list.
- There are no advertising trackers on this site, and no Google or Facebook code.
- One cookie counts page views. It expires at midnight and knows nothing about you.
The rest of this page is the detail behind those five lines.
When you fill in a form
There are four forms on this site.
The booking request, on the Book page, asks for your name, email and phone, and the booking details: the date, the start time and how long you need, who is hiring, the occasion, roughly how many people, whether alcohol will be served, which areas you would use, whether you would like a walk-through first, and anything in the notes box.
The general contact form, on the contact page, asks for your name, email and message.
The form for regular groups, on the page for regular groups, asks which group you are from, your name and email, what is changing, the dates, and any details. To book a term, or to ask for a regular time as a new group, it also asks which days, what times and how often.
The feedback form, on the feedback page, asks how your hire went and whether we may share what you say. Your name and email are optional there.
That is all these forms collect. Every field on a booking or contact form is there because the Booking Officer would otherwise have to email you back to ask.
What happens to it
It’s emailed to the Hub’s inbox, trafalgarparkcommunityhub@gmail.com, which our volunteers read, and it’s also saved in the website itself so that an enquiry can’t quietly go missing in an inbox. We use it to reply to you, to arrange and run your booking, and to keep a record of who has hired the hall.
Running your booking includes up to four emails from the website: your confirmation and invoice, a reminder if the invoice is still unpaid a few days before it is due, a note the day before with how to get in, and one a couple of days afterwards asking how it went. If you ask for a walk-through, the volunteer who does them is given your name and contact details so they can arrange it. A regular group is emailed the dates booked for it, and its invoice after each month.
We don’t use it for anything else. We don’t sell or rent it, we don’t hand it to anyone outside the Hub, and we won’t send you marketing. The Hub doesn’t run a mailing list.
What we deliberately don’t record
Form software usually files your IP address, browser, operating system and rough location alongside whatever you typed. We have turned all of that off, so it is never written down in the first place.
One honest exception: like every website, the server keeps automatic technical logs of the requests it receives, and those include IP addresses. They exist to keep the site running and to spot attacks. Nobody at the Hub reads them, and they are never matched to an enquiry.
A second, smaller one: to stop the forms being flooded, the website counts how many requests reach it from one place in a day. For that it holds a one-way scramble of the network address, not the address itself. It is not kept with what you typed, and it is forgotten within a day.
How long those logs are kept is set by the company hosting the site, not by us. We are getting that in writing and will state the period here.
How long we keep it
If your enquiry doesn’t turn into a booking, we delete it after 12 months, both from the website and from the Hub’s inbox.
If it does become a booking, we keep the record for seven years, alongside the Hub’s financial records for the same period.
You don’t have to wait for either. Ask us to delete your details at any point and we will.
Cookies, and there’s only one
It’s called _koko_analytics_pages_viewed. It holds a short list of the pages you’ve looked at today, so that wandering around the site counts as one visitor rather than six. It expires at midnight, it stays on this website, and there is nothing in it that says who you are.
If you’re a committee member logging in to edit the site, WordPress sets its own cookies to keep you signed in. That’s the lot.
You won’t get a cookie pop-up here. One cookie that counts page views didn’t seem worth interrupting you for. If we ever add anything that does, we’ll ask properly instead of burying it in a banner.
Counting visitors
We count visits so the committee can see whether the website is bringing the Hub bookings. It is a grant-funded site, and we ought to be able to say whether it worked.
The counter runs on our own server. It records how many times each page was viewed and where visitors arrived from: a Facebook post, a search, a link elsewhere. No IP addresses, no following you to other sites, no profile of anyone. What the committee sees is a total, never a person.
Those counts are kept for up to three years, then deleted automatically.
What this site doesn’t do
Most websites quietly load code from a dozen other companies. This one loads none.
- No Google Analytics, no Facebook pixel, no advertising trackers.
- The fonts come from our server, not from Google’s, so reading this page doesn’t tell Google you were here.
- No embedded maps or videos loading in the background from somewhere else.
- No chat widget, no pop-ups, no “people are viewing this” nonsense.
This was a deliberate build decision, and it’s checked page by page before anything goes live.
Where it’s kept, and who can see it
The website and its records sit on a server in Sydney, Australia. Your enquiry doesn’t leave the country to reach us.
So that nothing is lost if that server fails, an encrypted copy of the website and its records is made each night and kept on a separate storage server in Finland. It is locked with a key only the website’s maintainer holds, so the company storing it cannot read it, and copies older than about six months are deleted.
Two practical things worth being straight about:
- Our committee reads enquiries in a Gmail account, so a copy of your message sits with Google the same way any email to us would.
- Email sent by the website, meaning your confirmation and the copy that goes to the Hub’s inbox, goes out through that same Gmail account, because messages sent directly by websites usually land in spam.
The people who can see your enquiry are the committee members who run bookings, and Jeremy Bartlett Digital Services, who built and maintains the website for the Hub.
Ask us anything
You can ask us what we hold about you, ask us to correct it, or ask us to delete it. Send a note through the contact form and we’ll sort it out. There’s no process to go through and no form to fill in twice.
If something on this page reads as though it can’t be right, tell us. We’d rather fix it than have it sit there.
Last updated 9 November 2026. If we change how any of this works, we’ll change this page and say so here.