Privacy notice

Last updated 12 October 2026

This explains what personal information HallBoard holds. HallBoard, a UK business, decides how it is used (the "controller"). Contact: hello@hallboard.uk.

What we hold, and why

• The hall owner and managers: email addresses. To send sign-in links, tell you about your service and invite your committee. Reason: to provide the service you asked for (contract).
• Order details: your name, email, hall name and postcode, and for a Player your delivery address and phone number. To set up your board and send your order. Reason: contract.
• Payment records. Stripe takes the payment and holds your card details. We receive a customer reference, the amount and the dates, and keep invoices and accounts for the six years the tax rules expect. Reason: contract and legal obligation.
• What the hall puts on its board: notices, diary entries, event details, photos, contact numbers. This is mostly about the hall and its events, but it can include names (for example a hirer or an organiser). The hall decides what to enter. For that information the hall is the controller and we look after it on the hall's behalf.
• Technical records. Our hosting provider keeps short-term logs (such as IP addresses and the pages requested) to keep the service secure and working. Reason: legitimate interests in running a secure service.
• What's-on email sign-ups. If a hall offers a what's-on email and you sign up on its page, your email address and the date you confirmed are stored for that hall so the hall can send you its what's on. The hall decides to offer this and is the controller; we store the list and send the emails for it. You can unsubscribe from any email, which deletes your address from the list. Reason: your consent.
• Emails and contact-form messages you send us, so we can reply and keep a record of what we agreed.

Screens and cookies

A hall's public screen and this website do not use advertising, analytics or tracking cookies, and we do not collect anything about who is looking. When you sign in to an admin page, your browser keeps a sign-in token for that visit and for a period afterwards so you stay signed in. The demo hall gives each visitor a temporary read-only token and collects no personal information. Stripe's payment page sets its own cookies, which are covered by Stripe's notice.

Who else handles your information

• Cloudflare: hosts the service and stores each hall's data.
• Stripe: takes payments and manages subscriptions and invoices.
• Resend: sends sign-in and order emails.
• Zoho: runs our hello@hallboard.uk mailbox.
• GitHub: holds our code and runs nightly jobs. These handle hall locations, not personal data.
• For a Player: our courier, who gets your delivery name, address and phone number.

Some of these companies are based outside the UK, including in the United States. They use recognised safeguards for transfers, such as the UK's approved contract terms. Weather, river and bus data come from public services and are fetched using the hall's location only.

We do not sell personal information, and we only share it otherwise if the law requires us to.

How long we keep it

• While your service is active: everything above.
• After it ends: we keep your hall's data for up to 90 days in case you return, then delete it.
• Invoices and payment records: six years, then deleted.
• Emails to us: up to three years.

Your rights

You can ask to see the personal information we hold about you, correct it, have it deleted, restrict or object to how we use it, or receive a copy to take elsewhere. Email hello@hallboard.uk and we will reply within a month. If you are unhappy with how we have handled things you can complain to the Information Commissioner's Office at ico.org.uk, though we would like the chance to put it right first.

Changes

If we change this notice in a way that matters, we will tell the hall owners by email.