AGREEMENT & Conditions of Hire
The Centre is a building held by Trustees on behalf of the local residents and run by volunteers as a meeting place for local organisations. Whilst charges have to be made for its use, it is a NON-PROFIT making undertaking and registered as a charity. In order to keep it running on an economical basis, hirers are requested to observe the following conditions of use.
Northcourt Centre
Agreement for the hiring of Northcourt Centre
Definitions
In this Agreement:-
‘we’ ‘us’ ‘our’ mean the Charitable Incorporated Organisation known as Northcourt Centre registered at the Charity Commission
under no. 300185 including its charity trustees, employees, volunteers, agents and invitees.
‘you’ ‘yours’ mean the individual hirer identified on the booking form and ‘your invitees’ means anyone attending at the hall as a result of
your booking
‘booking form’ means the booking form provided by us and submitted by you online through our website or by any other means
‘the hall’ means Northcourrt Centre
‘the premises’ means those parts of the hall stated on the booking form as being subject to the hire to you
Hiring Agreement
1. Your booking is provisional until approved by us. Upon confirmation of your booking by us this Hiring Agreement shall come into effect.
2. In consideration of the hire fee specified on the booking form we agree to permit you and your invitees to use the premises for the
purpose and for the period specified on the booking form. The booking form forms part of this Agreement as do the Conditions of Hire set
out below and any special conditions you are made aware of as part of the booking process
3. Hire of the hall and/or the meeting room includes the use of such space plus the use of tables, chairs, the kitchen, appliances, utensils and like items.
Conditions of Hire
1. Age
You, not being a person under 18 years of age, accept responsibility for being in charge of the premises during the period of hire. You or a
responsible adult nominated by you must be on the premises at all times during the period of hire in order to ensure that these Conditions of
Hire are complied with.
2. Supervision
During the period of hire you are responsible for:
(i) Supervision of the premises the fabric and the contents
(ii) Care of the premises, safety from damage however slight or change of any sort
(iii) The behaviour of all persons using the premises whatever their capacity
(iv) Security of the premises during and at the end of the period of hire
3. Use of the Premises
You must not use or allow the premises to be used for any purpose other than that described on the booking form and must not sub-hire or
use or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything to bring on to the
premises anything which might endanger the premises or render invalid any insurance policies covering the premises.
4. Liability and Insurance
You are liable for:-
(i) The cost of repair of any damage (including accidental and malicious damage) to any part of the hall damaged by you or your invitees
including all fixtures fittings and contents and for loss of contents
(ii) All claims losses damages and costs made against or incurred by us in respect of damage or loss of property or injury to persons arising
as a result of your use of the premises and
(iii) All claims losses damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your
use of the premises and you must indemnify and keep us indemnified against all such liabilities.
You are encouraged to take out adequate insurance to insure the above liabilities and we may at our discretion require you to produce
satisfactory evidence of such insurance to us and failure to produce such evidence will entitle us to cancel the booking. We are insured
against claims arising out of our own negligence.
5. Alcohol
You must not allow alcohol to be brought onto sold or consumed in or around the premises unless a Temporary Event Notice is obtained, a copy such Notice being produce to the Centre should it be requested.
6. Maximum Occupancy
The Tatham Hall hall has a capacity of 100, Morgan Room 40 and Cox Room 15
You must not exceed these maximum capacities.
7. Gaming Betting and Lotteries
You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries
8. Music Copyright Licensing
The hall holds a Performing Rights Society (PRS) Licence for the live performance of copyrighted music and a Phonographic Performance
Limited (PPL) Licence for the playing of recorded copyrighted music. It is our understanding that the PRS Licence covers anyone
performing at the hall where the ticket price does not exceed £20 but that the PPL Licence does not cover any commercial organisations or
individuals who make an income out of the activity. They are required to have their own licence and it is your responsibility to ensure that
the necessary copyright permissions for your activity are in place.
9. Film
You must restrict children from viewing age-restricted films classified according to the British Board of Film Classification. You must
ensure that you have the appropriate copyright licences for film.
10. Safeguarding
Children, Young People and Vulnerable Adults
You must ensure that any activities for children, young people or vulnerable adults are only provided by fit and proper persons in
accordance with the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. If requested you must provide us with a copy of your safeguarding policy and evidence that you have carried out any necessary checks with the Disclosure and Barring Service (DBS)
11. Public Safety Compliance
You must ensure compliance with all relevant statutory public safety requirements. You must also ensure compliance with our Health and
Safety Policy and our Fire Risk Assessment available on our website
You must familiarise yourself with the position of all fire extinguishers, exits, alarms and Fire Assembly Point prior to the period of hire and you must also check at the beginning of the period of hire that all fire exits are unlocked and all escape routes are free of
obstruction. These exits to be shown to participants in the event.
At the start of the period of hire you must check that there are no obvious slip or trip hazards that may have been left by a previous user
And
any found must be removed before admitting the public. Any spillage occurring during the period of hire should be cleared up immediately.
There is no public telephone at the hall so you must ensure that you have with you an adequately charged mobile phone for use in an
emergency. The safe use of equipment of any kind remains the responsibility of the hirer throughout the hire period. Equipment brought
onto the premises must be removed promptly at the end of the hire period.
12. Accidents and dangerous occurrences
You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in the Accident
Book. Certain types of serious accident or injury are reportable to the Incident Contact Centre under the provisions of the Reporting of
Injures Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). You will take all necessary steps in conjunction with us to
ensure any necessary reporting under RIDDOR.
13. Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises. All doors and windows to be closed after 9:30pm with music turned off by 10:30pm.
14. Drunk and Disorderly behaviour and Illegal drugs
In order to avoid disturbing neighbours to the hall and to avoid violent or criminal behaviour you must ensure that no one attending the event consumes excessive amounts of alcohol.
Drunk and disorderly behaviour shall not be permitted in the hall or its immediate vicinity. Any person who is suspected of being drunk or
who is behaving in a violent or disorderly way shall be asked to leave the hall.
We have a zero-tolerance policy towards the use of illegal drugs in the hall. Any such use will result in the immediate termination of your
hire, a ban on future hirings and the matter being reported to the police
15. Electrical Appliance safety
All electrical on site will have a PAT certificate. Any electrical equipment brought on to the premises must have a valid PAT certificate
16. Stored equipment
We accept no responsibility for any stored equipment brought on to or left at the hall and all liability for loss or damage is hereby excluded.
All equipment and other property (other than equipment that we have agreed may be left and stored at the hall) must be removed at the end
of each hiring or we shall be entitled to charge fees each day or part of a day at the hire fee per hiring until the same is removed.
We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we deem fit and
charge you any costs we incur in storing or selling or otherwise disposing of the same in any of the following circumstances:
(i) Your failure to procure the removal at the end of the hiring of any property (other than equipment we have previously agreed may be
stored at the hall) brought to the hall by you or your invitees.
(ii) Your failure to remove from the hall forthwith on request from us any equipment we have previously agreed may be stored at the hall
subject to our having given to you (except in case of emergency) not less than 14 days’ notice of such request.
Where we have agreed to you storing equipment in the hall it must be stored tidily and only in the area we have designated.
17. Smoking
You must ensure compliance with the prohibition of smoking in public places provisions of the Health Act 2006. Any person who breaches
this provision must be asked to leave the hall. You must ensure that anyone who wishes to smoke or vape does so outside away from doors and windows and disposes of cigarette ends, matches etc. in a tidy, safe and responsible manner
18. Explosives and flammable substances
You must ensure that no highly flammable substances are brought into or used in any part of the hall nor must any decorations of a
combustible nature (e.g. polystyrene, cotton wool) be used without our consent. No naked flames are permitted without prior agreement
with us.
19. Heating
You must ensure that no unauthorised heating appliances are used without our consent and the controls of the hall heating system must not
be adjusted.
20. Animals
You must ensure that no animals (including birds) except guide dogs or hearing dogs are brought into the hall other than for a special event
previously agreed to by us. No animals whatsoever are to enter the kitchen at any time.
21. Fly posting
You should be aware that fly posting or any form of unauthorised advertisements for any event taking place at the premises may lead to
your prosecution by the local authority. You shall indemnify and keep us indemnified against all actions claims and proceedings arising out
of any fly posting or unauthorised advertising carried out or permitted by you. No notices shall be attached to the hall without our permission.
22. Sale of goods
If selling goods on the premises you must ensure compliance with Fair Trading Laws and any code of practice in connection with such
sales. In particular you must ensure that the total prices of all goods and services are prominently displayed as shall be the organisers name
and address and that any discounts offered are based on the manufacturers Recommended Retail Prices
23. WiFi service
Free WiFi is normally available in the hall and the code is on display.
It is agreed that we shall have no liability whatsoever to you or to anyone else for any failure of or defect in or withdrawal of the Wi Fi service for whatever reason.
You agree not to use the WiFi for any illegal or immoral purpose and to indemnify us against any liabilities arising out of any breach of this
obligation.
24. Cancellation
We reserve the right to cancel this Agreement by giving you written notice in the event of:
(i) The premises being required for use as a Polling Station for a Parliamentary or Local government election or by-election or
(ii) Our reasonably considering that the hiring will lead to a breach of licensing conditions or other legal or statutory requirements or that
unlawful or unsuitable activities will take place at the premises as a result of the hiring or
(iii) The premises or the means of access thereto becoming unfit for your intended use or
(iv) An emergency requiring use of the premises as a shelter for the victims or potential victims of terrorism flooding snowstorm fire
explosion or similar disasters or
(v) Closure of the premises for essential maintenance or for reasons outside our control
In any such case you will be entitled to a full refund of all monies you have paid to us but we will not be liable to you for any resulting
direct or indirect loss or damages whatsoever.
If you cancel the booking we may at our discretion refund you in special circumstances. In normal circumstances we do not undertake to
refund any charges on cancellation of a booking.
25. Special Conditions
Any special conditions you are made aware of as part of the booking process form part of this Agreement. Should it be necessary in the
interests of security or health and safety for us to impose any other special conditions after your booking has been accepted by us such
conditions shall also form part of this Agreement but you will be entitled by notifying us in writing within 14 days of your being advised of
such conditions to cancel your booking and receive a full refund of all monies you have paid to us.
26. End of Hire
You must:-
(i) leave the premises and the surrounding area including any communal parts of the hall accessed during your booking in a clean and tidy
condition, with all rubbish being removed, properly locked and secured unless directed otherwise and
(ii) ensure any contents temporarily removed from their usual positions are properly replaced and
(iii) carry out the tasks listed on the ‘Clear Up Checklist’ otherwise we may make an additional charge.
27. Set Up and Clear Away
Set Up and Clear away must be completed within the period of hire. Over-runs will be charged at the appropriate hourly rate. Please ensure
that any outside caterers or contractors are aware of the hire period and that they may not be able to access the premises outside the hire
period.
28. No alterations
You must not make any alterations or additions to nor install or attach any fixtures or placards, decorations or other articles in any way to
any part of the hall without our prior permission and any that are approved must only be fixed using surface fixings that cause no damage to the hall. Any alteration fixture fitting or attachment which we have approved must be removed by you at the end of the period of hire and
any damage caused by such removal made good to our satisfaction. If we indicate at our discretion that any such items may remain at the
end of the hire and you do not remove them they will become our property.
29. Car Parking
The car park is not controlled or gated and is used by others using the Centre on a first come first parked basis. We cannot therefore
guarantee availability of car park spaces for your event but will be happy to work with you with signage indicating that the car park is required for a hall event in order to attempt to maximise the number of spaces available for your group.
31. The Kitchen – Food and Health Hygiene
You must if preparing, serving or selling food ensure compliance with all food health and hygiene legislation and regulations, including
notification of any allergens. In particular dairy products, meat and vegetables must be refrigerated and stored in compliance with the Food Temperature Regulations.
The kitchen is provided with a refrigerator, microwave, water heater and kettles. China is provided but not cutlery.
Children under the age of 16 years must not be allowed unsupervised in the kitchen or servery areas.
32. Payment and deposit
The hire fee specified in the booking form will be invoiced to you with payment due within 30 days after submission of the invoice. If the
due date for payment would fall after the date of the hire period we reserve the right to alter the due date to a date falling before the period
of hire. Failure to pay the invoice by the due date will entitle us to cancel the booking.
33. Data Protection
Personal data supplied on the booking form is collected by us to enable us to communicate with you, to facilitate the smooth running of the
hire and to collect payment. The data will be stored in accordance with the Data Protection Act 2018 and our Privacy Notice available on
the website.
34. No Rights or Third Party Rights
This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you. Nor are any of
the provisions of this Agreement intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act
1999 on a person who is not a party to this Agreement.
Data Protection
NORTHCOURT CENTRE
Data Protection Policy
1. Introduction
In order to manage its affairs, the Northcourt Centre needs to gather, store and use certain forms of information about individuals.
These include, trustees, committee members, employees, leaders of sections, principal hirers volunteers, contractors, volunteers, audiences and potential audiences, and other people the Northcourt Centre has a relationship with, or regularly needs to contact. (Hereafter referred to as Contacts) Northcourt Centre is committed to protecting individuals’ privacy and processing their personal data in accordance with the General Data Protection Regulations (GDPR). This policy explains how the information we collect is used and kept securely, as well as the individual’s right to access information that is held concerning them under the Data Protection Legislation.
This policy explains how this data is collected, stored and used in order to meet the Northcourt Centre data protection standards and comply with the law.
2.This policy ensures that Northcourt Centre:
Protects the rights of its Northcourt Centre Contacts and complies with data protection law and follows good practice
Protects the Northcourt Centre from the risks of a data breach.
Who and what does this policy apply to?
This applies to all those handling data for and on behalf of the Northcourt Centre, for example:
• Trustees
• Committee members
• Employees and volunteers
• Section leaders
• Contractors/Third-party suppliers
It applies to all data that the Northcourt Centre holds relating to individuals, including:
• Names
• Email addresses • Postal addresses • Phone numbers
• Any other personal information held (e.g. bank & financial)
Therefore, everyone who has access to data as part of the Northcourt Centre has a responsibility to ensure that they adhere to this policy.
3. The Data Controller
For the purposes of this legislation, the Management Committee of the Northcourt Centre is the Data Controller and is responsible for why data is collected and how it will be used. Any questions relating to the collection or use of data should be directed to the Data Controller via the Secretary.
4. The information we collect about you
The Northcourt Centre will only collect data where it is lawful and where it is necessary for the legitimate purposes of the Northcourt Centre. We will collect the following data:
· A name, email address, telephone number and any other information that individuals voluntarily provide to us when participating or in correspondence during the period of their association with Northcourt Centre.
· The name and contact details of all volunteers, committee members, employees and contractors when they take up a position within the Northcourt Centre. Such data will be used to contact them regarding Northcourt Centre administration related to their role.
· The IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server when visiting visit the Northcourt Centre website. (Northcourtcentre.com)
· We do not obtain personal data from other outside sources or third parties.
5. How we keep the information we collect
Any personal data that is in paper format will be kept securely .
Electronic data will be stored on a password-protected personal computer with anti-virus software that is backed up regularly. If you provide us with details of your bank account, these will be kept separate from your other personal data.
We will maintain the accuracy of your personal data whenever you inform us of changes that occur during the course of your membership.
6. How we use the data we collect
We will use your personal information for a number of purposes in connection with the running of the Northcourt Centre, including:
· To deal with your requests and enquiries;
· To contact you by telephone or email for reasons relating to use of the hall;
· To notify you about Northcourt Centre functions;
· To notify you of matters relating to the management of the Northcourt Centre activities including the Annual, Special and any Extraordinary General Meetings, matters relating to the Hall draw ;
· To notify you of any changes to the Northcourt Centre Constitution;
· We will never use data for any purpose other than that stated or, which can be considered to be reasonably related to it. Furthermore, we will ensure the data that is collected is relevant and not excessive.
· We will never pass on personal data to third parties without the explicit consent of the subject.
7. How long do we retain data
We will keep data on individuals for no longer than 12 months after the Northcourt Centre involvement with the individual has ceased, unless there is a legal requirement to keep such records.
8. How you can find out what data we hold about you
The following requests can be made in writing to the Data Controller via Northcourt Centre Secretary:
· All contributors to Northcourt Centre can request to see any data stored about them. Any such request will be actioned within 14 days of the request being made.
· All contributors to Northcourt Centre can request that any inaccurate data held on them is updated. Any such request will be actioned within 14 days of the request being made.
· Members and supporters can object to any storage or use of their data that might cause them substantial distress of damage or any automated decisions made based on their data. Any such objection will be considered by the Trustees and a decision communicated within 30 days of the request being made.
9. Amendments to the Privacy Policy
The Northcourt Centre Committee regularly reviews this Privacy Policy and any changes will be approved at a General Meeting. This Privacy Policy was first prepared in June 2018.
10. Complaints
If you have a complaint regarding Northcourt Centre use of your personal data then contact the Chair person in writing in the first instance via chair.northcourtcentreabingdon@gmail.com If your complaint is not resolved to your satisfaction you can make a formal complaint to the Information Commissioner’s Office (0303 123 1113).