Hiring Agreement

The Bourtons Community Hall Hiring Agreement between:

  1. The Bourtons Community Hall 
  2. The person or organisation named on the booking system (“Hirer”)

AGREED as follows

  1. In consideration of the hire fee, the Bourtons Community Hall agrees to permit the Hirer to use the premises for activities and for the period(s) described and recorded on the booking system.
  2. The details inserted in sub-clauses 3.1 to 3.5 below are terms of this agreement.
  3. This Hire Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire (if any) set out in the attached Schedule.

3.1     The Bourtons Community Hall

Registered Charity:  1186010
Authorised Representative:  Claire Yates & Trudy McCann
Address: The Bourtons Community Hall, Main Street, Great Bourton, Banbury  OX17 1QU


3.2   Hire Fee due as per calculation/rates on booking system.


3.3    Damage Deposit

A damage deposit of £50 will be required at the time of booking. This will be refunded to you as soon as we have inspected the premises after you have cleared up provided no damage has been identified.  The deposit can take up to 28 days to be returned. This does not limit the extent of your liability where the damage exceeds this figure.


3.4   Cancellation Costs

50% of the booking fee up to ten days before and 90% thereafter (unless circumstances allow the hall to waive these).

If you wish to cancel the booking before the date of the event and we are unable to conclude a replacement booking, we may, in our complete discretion, return the deposit or require payment of the hire fee. 

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; 

(ii) our judgement that (a) such hiring will lead to a breach of licensing conditions, if applicable, or other legal orstatutory requirements, or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring; 

(iii) the premises becoming unfit for your intended use; 

(iv) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters. 


In any such case you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.


3.5    Payment Terms

The full cost of hire is due on receipt of email from The Bourtons Community Hall confirming the booking and is payable by bank transfer.


  1. Licences
    • The Village Hall has a premises licence authorising regulated entertainment and licensable activities.
    • The Village Hall has a PRS music licence authorising the performance and playing of live and recorded music.
    • The Village Hall is licenced for the use of alcohol on the premises.


  1. The Hirer agrees to be present at the hall during the hiring and comply fully with this Hire Agreement. (An authorised representative may be used when/if appropriate, this person needs to be named and advised to us and briefed in health and safety plus operating the hall.)


  1. It is hereby agreed that the Standard Conditions of Hire together with any Special Conditions of Hire shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between The Bourtons Community Hall and the Hirer.


  1. None of the provisions of this Agreement are 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 named as a party to this Agreement.


  1. By accepting this hire agreement, you are agreeing that you have read and understood the full terms and conditions of this hire agreement and the standard terms and conditions that have also been provided to you.

GDPR and Privacy Policy

European Union GDPR (General Data Protection Regulations)

The EU GDPR is designed to help all of us have more control over our personal data, and how is it used.

Who does the information GDPR apply to?

Data subjects, being all visitors and users of any website who are members of the European Union, and therefore who submit personal data. [replace name]  is the data processor and data controller of this site. You can find out more about this law here.

Privacy Policy

Effective from 25th May, 2018

This Privacy Policy sets out how we use and protect information that you may provide when you use this website.  Your privacy is protected and important to us. If you provide identifiable personal information it will only be used to help us fulfil your project requirements.

[replace name]  is the company who collects any personal data submitted through [replace url] 

We may update this policy periodically, please check this page to ensure that you are in agreement with any changes.

What We Collect

Personal information, basically any data that can be used to identify or contact you is collected so we can service your requirements.  This could include your name, business name, address details, email, telephone numbers, or information pertaining to your exhibition stand requirements. You may also at times be asked to leave a message about your enquiry or project brief. Websites also collect your IP address through the use of Cookies (find out more about cookies below).

If you opted-in to our mailing list, you may receive occasional emails on important updates or service information. You have the right to opt-out or and have any personal details removed at any time, please email [replace email address]

What We Do With The Information We Collect

Information is saved until the enquiry is dealt with, and then archived with the project or on cloud based systems if you are an ongoing client. We also retain your contact details and information in the emails you have sent, but you can request to have your personal details deleted at any time.

We will not sell, distribute, or lease your personal information to third parties unless we have your express permission, or are required by law to do so. We may use your personal information to send you relevant information about services we offer, or information you need as part of the services we offer.

Data Security

In our continued commitment to ensuring that your information is secure and to prevent unauthorised access or disclosure, we have suitable physical, electronic and managerial procedures in place to safeguard and secure the information we collect online.

  • Data is stored on a secure cloud-based server or on a secure, password protected computer with limited user access.
  • Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit. Any data you send is at your own risk.
  • We have procedures including 2FA, passwords, restricted access and other security features in place to keep your data secure once we receive it.
  • [replace name]  will NEVER pass on your personal data to third parties without first getting your explicit consent.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used for direct marketing purposes
  • If you have previously opted-in to a mailing list, or provided other information, you can find out what information we hold, and ask us to remove or not to use any of it, by writing to, or emailing [replace email address]
  • You may request details of personal information which we hold about you.
  • If you believe that any information we are holding on you is incorrect or incomplete, please write to, or email us as soon as possible at [replace email address]  We will promptly correct any information.

Google Analytics

User and Event Data Retention

User-level and event-level data associated with Google Analytics cookies is retained for 14 months and then automatically deleted.

IP Anonymization

I have implemented IP Anonymization, simply put, the last three digits of your IP address are set to zeros in memory shortly after being sent to the Analytics Collection Network. The full IP address is never retained, or written to disk.


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