ENVIRONMENT POLICY
Introduction
The Management Committee of Langton Matravers Village Hall considers the protection of the environment to be of major importance and regards environmental protection as an integral part of efficient management.
High standards are to be applied by all those who work in or use the Hall, or are in any other way operating under the auspices of the Management Committee, complying with legislation, codes of practice and official guidance relevant to environmental protection – in particular with the Environmental Protection Act 1990 and The Environment Act 1995.
Environmental policy measures.
The Village Hall Management Committee will:
Awareness and Commitment
• promote awareness of the principles and objectives of environmental protection
• ensure that Village Hall users and contractors are familiar with and implement this environmental commitment and its objective
• ensure that the Village Hall and activities associated with it comply with all relevant environmental regulations
• support the Dorset Climate/Ecological Emergency declaration and policies
• in partnership with Langton Planet Action and Planet Purbeck, commit to work towards a sustainable community within Purbeck
Energy and Water
• ensure energy is used efficiently and wherever possible reduce its use
• use water efficiently and with care
• avoid pollutants entering the drainage system
• use eco products for cleaning purposes wherever possible
Waste
• reduce the production of material waste including unnecessary packaging
• dispose of waste in a safe and responsible way
Materials and Resources
• buy products which are made in accordance with the principle of using material in a sustainable way and use locally made goods and services where practicable
• take into account the lifetime costs of materials when repairing, altering or rebuilding premises
• maximise the proportion of paper used from sustainable sources and recycled materials
• offer electronic communication as an alternative to paper for those who are suitably equipped
• encourage reducing, repairing, reusing and recycling wherever possible to avoid as much rubbish as possible going to landfill
Natural Environment
• be sensitive to the impact of activities on the local environment
Travel
• make every effort to reduce air pollution and energy consumption resulting from the use of the car by avoidance of unnecessary travel and the use of energy efficient vehicles
• encourage users of the Village Hall to travel on foot, by cycle or on public transport as much as possible
• encourage the sharing of transport where possible
Implementation, monitoring and review
Implementation of the policy will be the responsibility of the Village Hall Management Committee.
The policy and its implementation will be monitored and reviewed and we will continually measure and seek to improve our performance
Last reviewed: March 2026
HEALTH & SAFETY POLICY
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General Statement of Policy
This document is the Health and Safety Policy of Langton Matravers Village Hall
Our policy is to:
a) Provide healthy and safe working conditions, equipment and systems of work for
volunteers, committee members and hirers
b) Keep the village hall and equipment in a safe condition for all users.
c) Provide such training and information as is necessary to staff, volunteers and users.
It is the intention of Langton Matravers Village Hall Management Committee to comply with all Health and Safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.
Langton Matravers Village Hall Management Committee considers the promotion of the health and safety of those who use its premises, including contractors who may work there, to be of great importance. The management committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe systems of work. To this end, it will seek to encourage employees, committee members and users to engage in the establishment and observance of safe working practices.
Employees, hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.
Organisation of Health and Safety
The Langton Matravers Village Hall Management Committee has overall responsibility for health and safety at Langton Matravers Village Hall.
The person (s) delegated by the management committee to have day to day responsibility for the implementation of this policy is/are:
Name: Daryle Pearson (Bookings Officer)
Telephone No: 07786 433442 Email: daryle.pearson@btinternet.com
Name: Louise Counsell (Secretary)
Telephone No: 07554 879061 Email: louise.counsell@yahoo.com
It is the duty of all hirers and visitors to take care of themselves and others who may be affected by their activities and to co-operate with the management committee in keeping the premises safe and healthy, including the grounds.
Should anyone using the hall come across a fault, damage or other situation which might cause injury and cannot be rectified immediately they should inform the person above, or the Bookings Secretary, as soon as possible so that the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning that it is not to be used and it should be placed in the kitchen.
The above persons, have responsibility for specific items:
First Aid box
Reporting of Accidents
Fire precautions and checks
Risk Assessment and Inspections
Information to contractors
Information to hirers
Arrangements and Procedures
Licence
The hall is licensed for the following activities by Dorset Council:
Premise Licence – a performance of a play, an indoor exhibition, an indoor sporting event, a performance of live music, any playing of recorded music, a performance of dance, entertainment of a similar description to that falling within a performance of live music, any playing of recorded music or a performance of dance, entertainment facilities for making music, entertainment facilities for dancing, entertainment of similar description to that falling within entertainment facilities for making music or dancing .
Fire Precautions and Checks
Assessment in accordance with the Regulatory Reform (Fire Safety) Order 2005.
Fire Safety equipment is regularly checked by a competent company as agreed by Langton Matravers Village Hall Management Committee.
Checking of Equipment, Fittings and Services
Weekly: Door mats and stops, clocks, toilets, water heaters, stage, fridges, outside lights, emergency lighting, fire doors, all lights, torch, water boilers.
Monthly: First Aid Box, ladders and steps, locks and sockets.
Yearly: Fire extinguishers, electrical certificate, gas boiler.
Procedure in case of accidents
The First Aid Box and Accident Book are located in the kitchen.
Any accident must be reported to a member of the Village Hall Committee.
Contractors
The Committee will check with contractors (including self-employed persons) before they start work that:
The contract is clear and understood by both the contractors and the Langton Matravers Village Committee.
The contractors are competent to carry out the work (e.g. have appropriate qualifications, references, experience).
Contractors have adequate public liability insurance cover.
Contractors do not work alone on ladders at height (if needed a volunteer to be present).
Contractors have their own health and safety policy for their staff.
The contractor knows which member of the committee is responsible for overseeing that their work is as asked and to a satisfactory standard.
Any alterations or additions to the electrical or gas installations or equipment must conform to the current regulations.
Last Reviewed: March 2026
SAFEGUARDING VULNERABLE USERS POLICY AND PROCEDURES
Langton Matravers Village Hall is run by the LMVH Management Committee. It has trustees and volunteers.
All Langton Matravers Village Hall Management Committee members and volunteers have a duty to safeguard vulnerable users of the Hall and its premises and those who may come into contact with vulnerable users.
They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a vulnerable person or concerns relating to discriminatory or financial violation or exploitation of a vulnerable person.
This policy is in place to protect all vulnerable persons regardless of gender, ethnicity, disability, sexuality, religion or faith.
Vulnerable users may include:
• children
• young people
• adults with learning difficulties or physical disability
• frail, elderly people
• carers
• those with mental health problems
Principles
The welfare of the child or vulnerable adult is paramount and is the responsibility of everyone. All children and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting, physical violence, sexism and racism towards children or vulnerable adults will not be permitted or tolerated. Such behaviour will similarly not be permitted or tolerated to be directed at any hall user, volunteer or member of the management committee.
Policy Statement
No member of the Trustees, helpers or other volunteers will have unsupervised access to children or vulnerable adults unless they have been appropriately vetted and trained.
All suspicions or allegations of abuse against a child will be taken seriously and dealt with speedily and appropriately.
All trustees and volunteers will be made aware of this policy and child protection and vulnerable adult issues.
A trustee will be nominated to be responsible for vulnerable persons matters to whom any suspicions or concerns should be reported.
The Trustees will endeavour to keep the premises safe for use by children and vulnerable adults. The Trustees recognise that a higher standard of safety is required where use is made by small children, those who cannot read safety notices and physically disabled children and adults.
Any organisations or individuals hiring the Hall or meeting room for the purposes of holding activities where Ofsted registration is required should show their registration and their own Child Protection Policy. Safe recruitment processes should be used to appoint staff who will be working with children or vulnerable adults in any kind of activity.
The Trustees will ensure that hirers are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18. No gambling or entertainment of an adult or sexual nature shall be permitted on the premises.
These policies and procedures will be reviewed annually and updated as appropriate in the interim period.
Procedures
All Trustees and volunteers will be given information about child protection and will be encouraged to attend appropriate Child Protection and Protection of Vulnerable Adults training where possible.
An annual review will take place following the AGM to allow for any required up-date of policies and or procedures. New Trustees and volunteers must be given an induction to this policy and understand their responsibilities.
A copy of the policy will be displayed for the attention of all in the Village Hall, on the Village Hall website and be made available on request to hirers.
Organisations hiring the Hall for activities for children will be asked to show their Child Protection Policy before the first booking commences. Individuals hiring the Hall for activities for children will be made aware of this policy. Organisations hiring the hall for activities specifically involving vulnerable adults will be asked to show their Vulnerable Adults Protection Policy before the first booking commences. Other organisations or individuals hiring the Hall whose activities may involve vulnerable adults will be made aware of this policy.
The Trustees will require hirers to report any damage, breakages or safety issues needing attention to the booking secretary, who will inform the appropriate people. These will be dealt with as soon as practicable, in the light of the circumstances, with provision to prevent access by children and vulnerable adults pending repair where appropriate.
A hiring agreement which includes appropriate clauses will be entered into for all hirings for licensable activities. The Trustees will ensure these provisions are observed when holding licensable activities themselves.
Contractors engaged to carry out work at the premises must not be allowed unsupervised access to children or vulnerable adults. Appropriate supervision will be arranged if necessary.
If the premises might be used by more than one hirer, the attention of hirers will be drawn to the need to ensure that children and vulnerable adults are supervised when using toilets.
Last reviewed: May 2026
Designated Safeguarding person: Revd Lindy Cameron 01929 208469
GDPR POLICY (General Data Protection Regulations)
Langton Matravers Village Hall is legally obliged to follow certain rules relating to any personal data that it stores or uses, whether in hard copy or on a computer, memory stick, disc or mobile phone. This policy sets out the guidelines that all volunteers must follow to comply with those legal rules.
What personal data is covered?
• Paper files – hire agreements.
• Volunteer and user personal details (names, addresses, telephone numbers and e mail) in paper files and on computer.
• Photographs of users taken for website or advertising material – stored on phones/computer/memory stick or disc.
Obligations for personal data
1. Personal data must only be kept for the purposes it is collected for and not used for any other purposes.
2. The personal data is confidential and must be stored safely and securely:
• the personal data must not be shown or given to any third party
• any computer or mobile phone holding any of the personal data must be protected by a secure pass code.
3. The personal data must not be kept for longer than is necessary:
• personal details will be deleted immediately on request.
4. Anyone handling hire agreements or using LMVH contact lists will be briefed by a Committee member on the importance of confidentiality and of ensuring that the users understand what they are signing and what their rights are.
5. Except with communication between Committee Members, emails to lists of people should use the blind copy (bcc) function to ensure confidentiality of email addresses.
6. The Data Protection Lead appointed by the Committee will carry out an annual review to ensure that this policy is being followed and that all volunteers/users are aware of it.
Data Protection Policy Langton Matravers Village Hall
Definitions:
Charity - means Langton Matravers Village Hall a registered charity.
GDPR - means the General Data Protection Regulation.
Responsible Person - means Louise Counsell - Secretary
Register of Systems - means a register of all systems or contexts in which personal data is processed by the Charity.
1. Data protection principles
The Charity is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
a. processed lawfully, fairly and in a transparent manner in relation to individuals;
b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
2. General provisions
a. This policy applies to all personal data processed by the Charity.
b. The Responsible Person shall take responsibility for the Charity’s ongoing compliance
with this policy.
c. This policy shall be reviewed at least annually.
3. Lawful, fair and transparent processing
a. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain adequate records.
b. These records shall be reviewed at least annually.
c. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.
4. Lawful purposes
a. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
b. The Charity shall note the appropriate lawful basis under which data is held in its records.
c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.
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5. Data minimisation
a. The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
6. Accuracy
a. The Charity shall take reasonable steps to ensure personal data is accurate.
b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
7. Archiving / removal
a. To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
b. The archiving policy shall consider what data should/must be retained, for how long, and why.
8. Security
a. The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
c. When personal data is deleted this should be done safely such that the data is irrecoverable.
9. Breach
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms.
Contact Details
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at: The Data Controller, Langton Matravers Village Hall, High Street, Langton Matravers Dorset BH19 3HA
email: info@langtonvillagehall.co.uk
Last reviewed: March 2026
VOLUNTEERING POLICY
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PHILOSOPHY: Langton Matravers Village Hall believes in equal opportunities and diversity. We strive to deliver a varied and diverse range of activities within the Hall which promote a community spirit, well-being and address rural isolation. Our main objective is to make the Village Hall the social and meeting hub of our community for everyone within the village and the surrounding areas.
PRINCIPLES:
Langton Matravers Village Hall seeks to involve volunteers to:
• Ensure our events meet the needs of our community.
• Ensure the community are actively involved in our Village Hall.
• Provide opportunities for all ages of the community to develop new skills and perspectives.
• Increase our contact with more people in the community.
PROCEDURES:
• The Village Hall will ensure that volunteers are made to feel welcome and included and that their contribution, on whatever level, is facilitated to enable them to contribute to the activities of Langton Matravers Village Hall.
• The Village Hall expects that the committee works positively with each other and with all other volunteers.
• The Village Hall will actively seek to attract and involve volunteer’s in their work.
• The Village Hall recognises that volunteers require appreciation and satisfaction for their contribution and we will seek to help volunteers meet these needs.
• The Village Hall will provide any training required and will ensure there is a safe and pleasant environment to work in.
In addition to this:
• Volunteers will be expected to have an understanding of and commitment to our equal opportunities policy, our safeguarding policy, and our health and safety policy.
This policy will be reviewed every 3 years.
Last reviewed: March 2026
EQUALITY & DIVERSITY POLICY
Introduction
Langton Matravers Village Hall is committed to encouraging a supportive and inclusive culture amongst its community by creating a positive place where everyone can enjoy an environment which is safe, enjoyable and respectful.
This policy reinforces our commitment to providing equality and fairness to all our hirers and volunteers regardless of age, disability, gender, marriage and civil partnership, pregnancy and maternity, race, ethnic origin, colour, nationality, religion or belief, or sex and sexual orientation. We are opposed to all forms of unlawful and unfair discrimination.
Langton Matravers Village Hall Equality and Diversity Commitment
Our aim is to ensure that all hirers and volunteers are given equal opportunity and that our organisation is representative of all sections of society.
All hirers and volunteers will be treated fairly and with respect. We will provide help and encouragement to develop all our volunteers to their full potential and utilise their unique talents.
When we select candidates for the Management Committee or other volunteer positions, it will be on the basis of their aptitude and ability.
We are committed to:
· Creating an environment in which individual differences and the contributions of everyone are recognised and valued.
· Creating an environment that promotes dignity and respect for everyone.
· Not tolerating any form of intimidation, bullying, or harassment, and to avoid hiring the facility to those that breach this policy.
· Making training available to all volunteers where appropriate
· Promoting an inclusive culture for all our community and the people that we serve.
· Encouraging anyone who feels they have been subject to discrimination to raise their concerns so we can apply corrective measures.
· Encouraging everyone to be treated with dignity and respect.
· Regularly reviewing all our practices and procedures so that fairness is maintained at all times.
We seek to promote diversity and inclusion and to respond to the needs of all individuals in a fair and equitable manner, whilst observing our commitment and responsibility to current legislation.
The community’s responsibilities
All hirers, volunteers and Village Hall event attendees are required to assist us in meeting our commitments, to ensure equality, diversity and inclusion and avoid unlawful discrimination.
We consider acts of discrimination, harassment, bullying or victimisation as unacceptable behaviour and hirers supporting this behaviour will result in the Hall not be available to hire to those persons in the future.
Grievances
If you consider that you may have been unlawfully discriminated against, you may contact the Acting Committee Chair (Nicola Glassock 01929422732) or any member of the committee to make a complaint.
Last reviewed: March 2026
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