Privacy Policy

Last updated: September 2026

Sunninghill Arts & Community Hub is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.

This Privacy & Cookies Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make a donation, purchase tickets, attend an event, hire one of our spaces, join our mailing list or otherwise interact with us.

It also explains how we use cookies and similar technologies on our website.

1. Who we are

Sunninghill Arts & Community Hub ("The Hub") brings together the historic Picturehouse Theatre and Cordes Hall to create a thriving centre for arts, culture and community life in Sunninghill.

The Hub is operated by The Public Hall (Cordes Hall), a registered charity in England and Wales.

Registered charity number: 238678
Address: 1 Mansfield Close, Ascot, Berkshire SL5 8NW
Email: [email protected]
Telephone: +44 7778 742203

For the purposes of UK data protection law, The Public Hall (Cordes Hall) is the data controller responsible for the personal information described in this policy.

2. The information we may collect

The personal information we collect depends on how you interact with us.

It may include:

- Contact information

- Your name, postal address, email address and telephone number.

- Donation and payment information

- Information relating to donations, ticket purchases, sponsorship, seat sponsorship, memberships or other payments you make to us.

- Payments made through our website may be processed by third-party payment providers such as Stripe. We do not normally receive or store your complete payment card details.

- Event and booking information

- Information relating to tickets, events, activities or other bookings you make through us, including details required to administer your booking.

- Venue hire information

If you enquire about or hire Cordes Hall or another venue or facility from us, we may collect contact details, information about your event, booking requirements, payment information and correspondence relating to the booking.

Fundraising and supporter information

If you make a donation, sponsor a seat, become a supporter or participate in one of our fundraising programmes, we may keep information about your relationship with us, including your donation history and your communication preferences.

Where appropriate, we may also record how you would like your name to appear in donor recognition materials or whether you would prefer your support to remain anonymous.

Mailing list information

If you subscribe to receive news and updates, we may collect your name, email address, subscription preferences and information about how you interact with our communications.

Correspondence

If you contact us by email, telephone, through our website, social media or by another method, we may retain your message and our response.

Website and technical information

When you use our website, we may collect technical information such as:

- your IP address;

- browser and device type;

- operating system;

- pages visited;

- referring website or source;

- approximate geographical information;

- dates and times of visits; and

- information about how you interact with our website.

Some of this information may be collected through cookies or similar technologies. Please see the Cookies section below.

3. How we collect your information

We may collect information:

- directly from you when you contact us;

- when you complete a form on our website;

- when you subscribe to our mailing list;

- when you make a donation;

- when you purchase a ticket or make another payment;

- when you enquire about or make a venue booking;

- when you attend an event or activity;

- when you volunteer or offer to support the Hub;

- when you participate in fundraising;

- when you interact with our emails or website;

- through cookies and similar technologies; and

- from third parties where appropriate and lawful.

We may occasionally receive information from organisations working with us, ticketing providers, payment processors, fundraising platforms or other service providers.

4. How we use your personal information

We may use your personal information to:

- respond to enquiries;

- administer donations and fundraising;

- process ticket purchases and bookings;

- manage events and activities;

- manage venue hire;

- process payments and refunds;

- administer seat sponsorship and other supporter schemes;

- maintain appropriate financial and charitable records;

- claim Gift Aid where applicable;

- acknowledge and recognise supporters where agreed;

- communicate with volunteers and supporters;

- send news, event information and fundraising updates where permitted;

- operate and improve our website;

- understand how people use our website and communications;

- maintain the security of our website and systems;

- comply with our legal, regulatory, accounting and charitable obligations; and

- establish, exercise or defend legal claims where necessary.

We will only use your personal information where we have a lawful basis to do so.

5. Our lawful bases for processing

UK data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

Consent

We may rely on your consent where you have actively agreed to receive certain marketing communications or to the use of non-essential cookies. You may withdraw your consent at any time.

Contract

We may process your information where it is necessary to fulfil a contract with you or to take steps at your request before entering into a contract. For example, this may apply when you purchase tickets, make a venue booking or purchase another service from us.

Legal obligation

We may process information where we are required to do so by law, including for financial, tax, accounting, Gift Aid, charity governance or regulatory purposes.

Legitimate interests

We may process information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

These interests may include:

- operating and improving the Sunninghill Arts & Community Hub;

administering our relationship with supporters;

- responding to enquiries;

- protecting our systems and preventing fraud;

- understanding how our services and website are used;

- managing our charitable activities; and

- communicating appropriately with people who have an existing relationship with us, where the law permits.

Where consent is required by law, we will seek your consent rather than relying on legitimate interests.

6. Email newsletters and marketing communications

If you subscribe to our mailing list, we may send you information about:

- events and performances;

- activities at Cordes Hall;

- the restoration and development of the Picturehouse Theatre;

- fundraising campaigns and events;

- opportunities to support the Hub;

- community news; and

- other relevant Sunninghill Arts & Community Hub activities.

Where required, we will only send these communications with your consent.

You can unsubscribe at any time by using the unsubscribe link included in our marketing emails or by contacting us.

Unsubscribing from marketing communications will not prevent us from contacting you where necessary in relation to a transaction, booking, donation or enquiry.

7. Donations, fundraising and Gift Aid

When you make a donation or support one of our fundraising campaigns, we may retain information necessary to administer your donation, maintain appropriate financial records and comply with charity and tax requirements.

If you make a Gift Aid declaration, we will process the information required to administer and claim Gift Aid and retain the relevant records for the period required by HM Revenue & Customs.

Where donor recognition forms part of a sponsorship or fundraising programme, we will explain how your name may be displayed and provide appropriate choices regarding recognition or anonymity.

We will not publicly disclose the value of an individual's donation unless this has been agreed with them or is otherwise appropriate and lawful.

8. Payments

Online payments may be processed on our behalf by third-party payment providers, including Stripe. Payment providers process payment information in accordance with their own privacy policies and security requirements.

We do not normally store complete debit or credit card information on our own systems.

We may retain transaction information necessary for accounting, refunds, Gift Aid, supporter administration and other legitimate charitable purposes.

9. Children and young people

Some of the events and activities promoted or operated by the Hub may involve children and young people.

We take the privacy and safeguarding of children seriously.

Where we need to collect personal information relating to a child, we will only collect information that is reasonably necessary for the relevant activity and will take appropriate steps to ensure that it is handled securely.

Where appropriate, information and consent will be obtained from a parent, guardian or other person with parental responsibility.

We do not knowingly use children's personal information for direct marketing without the appropriate consent.

10. Photographs and video

We may take photographs or video at events and activities for purposes including documenting our charitable work, publicity, fundraising, social media and promotion of the Sunninghill Arts & Community Hub.

Where appropriate, we will make attendees aware that photography or filming is taking place and will seek consent where this is required.

Additional consent procedures may apply where children or young people are identifiable.

If you have concerns about an image of you or your child being used by us, please contact us.

11. Who we share your information with

We do not sell your personal information.

We may share personal information with trusted organisations that provide services on our behalf where this is necessary.

These may include:

- website and CRM providers;

- email and communications providers;

- payment processors;

- ticketing and event booking providers;

I- T and hosting providers;

- analytics providers;

- accountants, auditors and professional advisers;

- Gift Aid and fundraising service providers;

- contractors working on our behalf; and

- regulators, public authorities or law enforcement agencies where we are legally required to do so.

Our website and customer relationship management system are currently provided using GoHighLevel/HighLevel technology.

Where third parties process personal information on our behalf, we require them to handle it appropriately and in accordance with applicable data protection law.

Some third-party organisations may act as independent data controllers. In those circumstances, their own privacy policies will also apply.

12. International transfers

Some of the technology and service providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with UK data protection law.

This may include relying on UK adequacy regulations or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or an approved UK Addendum to standard contractual clauses, where applicable.

13. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to satisfy legal, accounting, tax, regulatory and charity governance requirements.

Retention periods vary depending on the type of information.

For example:

- financial and transaction records will normally be retained for the period required by applicable tax, accounting and charity law;

- Gift Aid records will be retained for the period required by HMRC;

- venue and event booking information will be retained for an appropriate period after the booking;

- mailing list information will normally be retained until you unsubscribe or we determine that it is no longer appropriate to retain it;

- enquiries and correspondence will be retained for as long as reasonably necessary to deal with the matter and maintain appropriate records; and

- cookie information will be retained according to the lifespan of the relevant cookie.

We periodically review the information we hold and securely delete or anonymise information that is no longer required.

14. How we protect your information

We take reasonable technical and organisational measures to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

These measures may include access controls, password protection, secure cloud services, encryption where appropriate and restricting access to personal information to trustees, staff, volunteers and service providers who have a legitimate need to access it.

No website or electronic transmission can be guaranteed to be completely secure, but we take proportionate measures to protect the information entrusted to us.

Cookies

15. What are cookies?

Cookies are small text files that websites place on your computer, smartphone or other device when you visit them.

They allow websites to recognise a device and may be used to make websites function correctly, remember preferences, understand how visitors use a website or provide certain features.

Similar technologies may also be used for comparable purposes.

16. How we use cookies

The Hub website may use cookies for purposes including:

- ensuring the website functions correctly;

- maintaining website security;

- remembering your cookie preferences;

- enabling forms and other website features;

- processing transactions;

- understanding how visitors use our website;

- measuring website performance; and

- improving the website and our communications.

Cookies may be set directly by us or by third-party services used on our website.

17. Types of cookies we may use

Strictly necessary cookies

These cookies are required for the website to function properly. They may be used for purposes such as security, payment processing, maintaining sessions, remembering privacy choices or enabling functionality specifically requested by you. Because these cookies are necessary to provide the website or service, they do not normally require your consent.

Functional cookies

These cookies enable additional website functionality or remember choices you make. Where required by law, these cookies will only be used with your consent.

Analytics and performance cookies

We may use analytics technologies to understand how people use our website, including which pages are visited, how visitors reach the site and how visitors interact with its content. This information helps us understand the effectiveness of our website and identify improvements. Where consent is required, analytics cookies will not be placed until you have given your consent.

Marketing cookies

If we use advertising, social media tracking or similar technologies in future, these may use cookies to understand the effectiveness of campaigns or provide relevant advertising. Marketing cookies will only be used where we have obtained the necessary consent.

18. Third-party cookies and services

Our website is built using GoHighLevel/HighLevel and may integrate with third-party services.

Depending on the features in use, these may include services such as:

- GoHighLevel/HighLevel;

- Stripe;

- Google Analytics;

- Google Maps;

- embedded video providers such as YouTube or Vimeo;

- social media platforms; and

- other ticketing, booking, fundraising or website services.

These providers may set or access cookies when their services are used. The exact cookies used may change as we update the website or the services we use. Our cookie consent tool provides further information about the non-essential cookies currently in use and allows you to control your preferences.

19. Managing your cookie preferences

When you first visit our website, you will be given the opportunity to manage the use of non-essential cookies.

You can choose to:

- accept non-essential cookies;

- reject non-essential cookies; or

- manage your preferences by category.

Strictly necessary cookies may be used without consent because they are required for the website or a service you have requested to operate.

You can change or withdraw your cookie preferences at any time using the Cookie Settings or Manage Cookies link available on our website.

You can also control and delete cookies through your web browser settings. Blocking some cookies may affect the functionality of certain parts of the website.

20. Your data protection rights

Under UK data protection law, you have a number of rights in relation to your personal information.

Depending on the circumstances, these may include the right to:

- ask us for access to the personal information we hold about you;

- ask us to correct inaccurate or incomplete information;

- ask us to delete your personal information;

- ask us to restrict how we use your information;

- object to certain uses of your information;

- receive certain information in a portable format;

- withdraw your consent at any time where we rely on consent; and

object to direct marketing at any time.

These rights are not absolute and may be subject to exemptions under data protection law.

If you wish to exercise any of these rights, please contact us using the details below.

We may need to verify your identity before responding to a request.

21. Complaints

If you have concerns about how we use your personal information, please contact us in the first instance so that we can try to resolve the matter.

You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Further information about your rights and how to make a complaint is available from the Information Commissioner's Office.

22. Links to other websites

Our website may contain links to websites operated by other organisations. We are not responsible for the privacy practices, security or content of third-party websites. We recommend reviewing the privacy information provided by those organisations before providing them with personal information.

23. Changes to this policy

We may update this Privacy & Cookies Policy from time to time to reflect changes to our activities, website, services, technology or legal requirements. The latest version will always be published on this website and the date at the top of this page will show when it was last updated. We recommend checking this policy periodically.

24. Contact us

If you have any questions about this policy, how we use your personal information or your data protection rights, please contact:

The Public Hall (Cordes Hall) - working name The Sunninghill Arts & Community Hub
Address: 1 Mansfield Close, Ascot, Berkshire SL5 8NW
Email: [email protected]
Telephone: +44 7778 742203

Registered Charity No. 238678