Jack Hobbs Community Hub Hire Terms and Conditions
- About These Terms
These Terms and Conditions apply to every booking and use of rooms, facilities or other space within the Jack Hobbs Community Hub.
In these Terms and Conditions:
- “Brandon TRA” means Brandon Tenants and Residents Association.
- “the Hub” means the Jack Hobbs Community Hub.
- “Management” means Brandon TRA, the Jack Hobbs Community Hub management team and any person authorised to act on their behalf.
- “the Hirer” means the individual, organisation or business named on the Booking Form.
- “the Hire Period” means the agreed date and time for which the premises have been booked.
- “the Booking Form” means the form setting out the details of the booking and signed or otherwise accepted by the Hirer and Management.
The Hirer should read these Terms and Conditions carefully before completing the Booking Form.
Any questions should initially be submitted using the Contact Form on the Brandon TRA website.
- Booking Procedure
A separate Booking Form must be completed for each hire of the Hub.
A request or provisional reservation does not constitute a confirmed booking. A booking is confirmed only when:
- the completed Booking Form has been accepted by Management;
- any required supporting documents have been supplied;
- the hire charge and any deposit have been agreed;
- any required payment has been received; and
- confirmation has been issued to the Hirer by Management.
The Booking Form must accurately describe:
- the identity and contact details of the Hirer;
- the date and times requested;
- the room or facilities required;
- the nature and purpose of the activity;
- the anticipated number and age range of attendees;
- whether children or vulnerable adults will attend;
- whether food, alcohol, music, entertainment or regulated activities are involved; and
- any equipment, accessibility requirements or special arrangements.
The Hirer must notify Management promptly if any of these details change.
By signing or otherwise accepting the Booking Form, the Hirer confirms that:
- the information provided is accurate;
- the Hirer has read and understood these Terms and Conditions;
- the Hirer agrees to comply with them;
- the Hirer accepts responsibility for the conduct of the booking; and
- the Hirer is authorised to enter into the agreement on behalf of any organisation named on the Booking Form.
The Hire Agreement constitutes permission to use the specified parts of the Hub for the agreed purpose and Hire Period only. It does not create a tenancy or confer any other right of occupation.
- Supporting Documentation
Management may require a Hirer, particularly a commercial or organisational Hirer, to provide documents relevant to the proposed activity.
These may include:
- a current public liability insurance certificate;
- an activity-specific risk assessment;
- a safeguarding children policy;
- a safeguarding adults policy;
- evidence of Disclosure and Barring Service checks where applicable;
- a code of conduct;
- evidence of professional, sporting or activity qualifications;
- an equal opportunities policy;
- a safer-working-practices policy;
- licences, permissions or registrations required for the proposed activity;
- food-hygiene documentation;
- details of first-aid arrangements; and
- any other documents reasonably required by Management or its insurers.
This list is not exhaustive. The documents required will depend on the nature of the booking and the risks associated with the proposed activity.
Management may provide general guidance but does not accept responsibility for determining whether a Hirer has met every legal, regulatory, licensing, insurance, safeguarding or professional requirement applying to the Hirer’s activity.
- Age and Responsible Person
The Hirer and any person placed in charge of an activity must be at least 18 years of age.
The person signing the Booking Form, or an authorised representative approved by Management, must be present throughout the Hire Period whenever attendees are on the premises.
The responsible person must:
- exercise effective supervision;
- remain available to deal with emergencies;
- ensure compliance with these Terms and Conditions;
- ensure that all attendees leave the premises safely;
- ensure that no unauthorised person remains in the Hub; and
- not undertake any activity that prevents them from properly supervising the booking.
- Permitted Use
The Hirer may use the Hub only for the purpose described in the Booking Form.
The Hirer must not:
- sublet or transfer the booking;
- permit another person or organisation to take over the booking without written approval;
- use the premises for an unlawful or unsuitable purpose;
- allow unlawful activity to take place;
- introduce anything that may endanger the premises or its users;
- act in a way that may invalidate or prejudice any insurance policy;
- exceed the maximum permitted occupancy;
- use any area not included in the booking; or
- sell or supply alcohol without the necessary written permission and legal authority.
All bookings include shared use of the toilet facilities unless otherwise stated. Other rooms and facilities may be in use by different groups at the same time.
- Equality, Diversity and Inclusion
The Jack Hobbs Community Hub is intended to be accessible to the whole community.
The Hirer must not unlawfully discriminate against any individual or group on grounds including:
- age;
- disability;
- gender reassignment;
- marriage or civil partnership;
- pregnancy or maternity;
- race, nationality or ethnic origin;
- religion or belief;
- sex;
- sexual orientation; or
- any other characteristic protected by law.
The Hirer must conduct activities in a respectful and inclusive manner and must not permit harassment, victimisation, threatening conduct or hate-related behaviour.
- Opening Hours and Access
Unless otherwise agreed in writing, the Hub is available for hire between 9.00 am and 9.00 pm, seven days a week.
Use outside these hours may be permitted only by prior agreement and may be subject to:
- licensing restrictions;
- additional staffing;
- additional security;
- additional charges; or
- other conditions imposed by Management.
An authorised keyholder or representative will provide access at the agreed time.
The Hirer must not arrive early, remain beyond the booked period or enter areas that are not included in the booking without permission.
The building must be vacated no later than 15 minutes after the stated finishing time. Additional charges may be imposed for:
- use beyond the agreed Hire Period;
- additional staffing;
- delayed locking of the building;
- disruption to a subsequent booking; or
- any other resulting expense.
Fire exits must remain unlocked and unobstructed while the premises are occupied.
- Hire Charges, Deposits and Payment
The hire charge and any security deposit will be stated on the Booking Form, invoice or booking confirmation.
Unless Management agrees otherwise in writing, all charges must be paid in full before the Hire Period begins.
Management may refuse access if payment has not been received.
The Hirer remains responsible for:
- the agreed hire charge;
- additional time used;
- damage or breakages;
- excessive cleaning;
- waste removal;
- replacement of lost keys or access devices;
- call-out costs;
- costs caused by false alarms;
- unauthorised storage; and
- any other charge arising from a breach of the Hire Agreement.
Payment of a deposit does not limit the Hirer’s liability where the cost of loss, damage, cleaning or other remedial work exceeds the deposit.
- Cancellation by the Hirer
Unless different terms are stated on the Booking Form:
- deposits are non-refundable;
- where cancellation is made more than four weeks before the event, any deposit paid will be retained unless Management successfully obtains a replacement booking and agrees otherwise;
- where cancellation is made between two and four weeks before the event, 50% of the full hire charge will be payable; and
- where cancellation is made within two weeks of the event, the full hire charge will be payable.
A cancellation must be submitted in writing.
Failure to attend or use the booking does not entitle the Hirer to a refund.
Management may, at its discretion, agree to transfer a payment to another date. Any transfer must be confirmed in writing and may be subject to an administration charge.
- Cancellation or Closure by Management
Management may cancel, suspend or end a booking where:
- the premises are required as a polling station;
- the booking may breach a licence, law or regulatory requirement;
- inaccurate or incomplete information has been supplied;
- required documentation or payment has not been provided;
- the proposed activity is considered unlawful, unsafe, unsuitable or likely to cause serious disruption;
- the Hirer breaches these Terms and Conditions;
- the premises become unsafe or unfit for the intended use;
- essential services or facilities fail;
- severe weather or another emergency affects safe access or operation;
- the premises are required as an emergency shelter;
- closure is required or recommended by a public authority;
- staffing or security arrangements cannot safely be maintained; or
- circumstances beyond Management’s reasonable control prevent the booking from proceeding.
Where Management cancels a booking for reasons outside the Hirer’s control, Management will normally refund hire charges already paid for the cancelled booking.
Management will not be liable for indirect or consequential losses, loss of profit, loss of income, travel expenses, third-party costs or other expenditure incurred by the Hirer as a result of cancellation, except where liability cannot lawfully be excluded.
No refund will normally be payable where cancellation or termination results from:
- a breach by the Hirer;
- inaccurate information supplied by the Hirer;
- non-payment;
- failure to provide required documentation; or
- unsafe, unlawful or seriously disruptive conduct.
- Setting Up and Clearing Away
Unless otherwise agreed, the Hirer is responsible for setting out any tables, chairs and permitted equipment required for the activity.
Setting-up and clearing-away time must be included within the Hire Period.
Before the Hire Period ends, the Hirer must:
- clean and fold tables as directed;
- return chairs to their designated storage positions;
- return furniture and equipment to its original location;
- remove all equipment and possessions brought onto the premises;
- remove food and perishable items;
- clean the kitchen and any food-preparation areas used;
- remove decorations and signs;
- clear litter;
- leave toilets and shared areas in a reasonable condition;
- close windows and internal doors as directed; and
- leave all used areas clean, tidy and ready for the next user.
- Waste and Recycling
Ordinary waste must be placed in the designated bins.
Recyclable materials must be separated and placed in the appropriate recycling bins.
Where a booking generates more waste than the Hub’s ordinary daily capacity, including more than two refuse bags or significant quantities of bottles, cans, packaging or event materials, the Hirer must remove the excess waste from the site and dispose of it lawfully.
The Hirer must not leave commercial waste, hazardous material, electrical equipment, bulky items or fly-tipped material at the Hub.
Management may charge the Hirer for waste collection, cleaning or disposal.
- Supervision and Care of the Premises
During the Hire Period, the Hirer is responsible for:
- supervision of the premises and facilities being used;
- the care and safety of the building, furniture, fixtures, fittings and contents;
- the conduct of everyone attending the booking;
- maintaining clear entrances, corridors and fire exits;
- preventing obstruction of the highway or neighbouring property;
- appropriate supervision of parking arrangements; and
- preventing avoidable nuisance, damage or disturbance.
The Hirer must report any damage, defect, loss, accident or safety concern to Management as soon as possible.
The Hirer must not attempt repairs unless instructed or authorised to do so.
The Hirer must pay the reasonable cost of repairing or replacing property damaged or lost during or as a result of the booking, except to the extent that the damage resulted from the negligence of Management.
- Cleaning, Damage and Security Deposits
All users must leave the premises and surrounding areas clean and tidy.
Management may retain all or part of a security deposit or issue an additional invoice where:
- excessive cleaning is required;
- furniture has not been returned correctly;
- rubbish or decorations have been left behind;
- damage or breakage has occurred;
- equipment or keys have been lost;
- the building has not been secured properly;
- an alarm has been activated through misuse; or
- other conditions of hire have not been met.
An authorised cleaning operative, employee or volunteer may take photographs after a booking to document:
- excessive cleaning;
- damage;
- items left behind;
- waste;
- incorrect storage of furniture; or
- other apparent breaches of the Hire Agreement.
Such photographs will be used only for legitimate management, insurance, safety, dispute-resolution or legal purposes and will be handled in accordance with the Hub’s data-protection arrangements.
- Alterations, Decorations and Signs
The Hirer must not make alterations or additions to the premises.
Fixtures, placards, banners, decorations or other articles must not be attached to walls, ceilings, doors, windows, furniture or fittings without prior written approval.
No nails, screws, staples, strong adhesives or other materials likely to cause damage may be used.
All approved decorations and signs must:
- be installed safely;
- be made of suitable materials;
- be kept away from heaters, light fittings and fire-safety equipment;
- not conceal signs or emergency lighting;
- not obstruct doors, exits or walkways; and
- be removed before the Hire Period ends.
Management may remove and dispose of unauthorised or abandoned articles. The Hirer must meet the reasonable cost of repairing damage caused by installation or removal.
- Noise and Disturbance
The Hirer must minimise noise on arrival and departure, particularly during the evening and early morning.
Doors and windows may be required to remain closed while amplified music is being played.
Where noise-limiting equipment is installed, the Hirer must use it and must not interfere with, bypass or disable it.
The Hirer must comply with:
- licensing conditions;
- any agreed finishing time;
- instructions from Management;
- reasonable requests relating to neighbours; and
- applicable noise-control requirements.
Management may reduce sound levels, require an activity to stop or terminate a booking where noise or disturbance becomes unreasonable.
- Children, Young People and Adults at Risk
The welfare and safeguarding of children, young people and adults at risk are the responsibility of the Hirer where they attend an activity organised or controlled by the Hirer.
The Hirer must:
- maintain appropriate safeguarding policies and procedures;
- ensure suitable supervision;
- ensure that only suitable and properly vetted individuals undertake regulated or safeguarding-sensitive roles;
- obtain any Disclosure and Barring Service checks required by law or organisational policy;
- ensure that children are collected safely;
- respond appropriately to safeguarding concerns;
- report concerns to the relevant safeguarding authority where required; and
- comply with applicable safeguarding legislation and statutory guidance.
Where a parent, guardian or carer is not present, the Hirer accepts responsibility for safeguarding arrangements during the booking.
Management may request copies of relevant policies, procedures, risk assessments, qualifications and DBS information before confirming or allowing a booking.
The Hirer must not photograph, film or record a child without appropriate, documented permission from a parent or guardian and a valid data-protection basis for doing so.
- Animals
Animals, including birds, must not be brought into the Hub except:
- assistance dogs; or
- animals forming part of a specifically approved event.
No animal may enter the kitchen or food-preparation area.
The Hirer is responsible for the supervision, welfare and control of any authorised animal and for cleaning any resulting mess.
- Public Safety and Fire Precautions
The Hirer must comply with all safety requirements applying to the premises, including requirements imposed by:
- Management;
- the local authority;
- the licensing authority;
- the fire and rescue authority;
- the Hub’s Fire Risk Assessment;
- the Hub’s Health and Safety Policy; and
- any relevant legislation or licence.
Before the activity begins, the responsible person must familiarise themselves with:
- the action to take in the event of fire;
- how to raise the alarm;
- how to call the Fire and Rescue Service;
- evacuation routes;
- the location of fire exits;
- the need to keep escape routes clear;
- the operation of emergency exit fastenings;
- the location of firefighting equipment;
- the designated assembly point; and
- the importance of closing fire doors.
Fire doors must not be wedged open unless held by an approved automatic device.
Fire exits, corridors, stairways and access routes must remain clear at all times.
- Fire or Other Emergency
The Fire and Rescue Service must be called to any outbreak of fire, however slight.
The Hirer must:
- raise the alarm;
- stop the activity;
- evacuate everyone from the building;
- proceed to the designated assembly point;
- not permit anyone to re-enter until authorised;
- inform Management as soon as possible; and
- provide a full account of the incident.
In any other emergency, the Hirer must follow instructions from Management, emergency services or public authorities.
- Safety Inspections and Risk Assessments
Management may require the Hirer to complete a Pre-Activity Safety Inspection and Risk Assessment before each use of the premises.
The Hirer must:
- inspect the area immediately before the activity;
- identify hazards;
- remove or adequately control identified risks;
- record the inspection where required;
- retain completed records for the period specified by Management or applicable law; and
- stop the activity if it cannot be conducted safely.
A template may be supplied by Management.
Provision of a template does not transfer the Hirer’s legal or operational responsibilities to Management.
- Accidents, Incidents and Dangerous Occurrences
All accidents, injuries, near misses, equipment failures, dangerous occurrences and significant safety incidents must be reported promptly to an authorised Hub representative.
Where an injury has occurred, the Hirer must ensure that:
- appropriate first aid is obtained;
- emergency services are contacted where necessary;
- the Hub’s accident record is completed;
- relevant evidence and witness information are preserved; and
- Management is given the information reasonably required to investigate the incident.
Where an incident is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations or other legislation, the legally responsible person or organisation must make the required report.
The Hirer must cooperate with Management, insurers, enforcing authorities and emergency services in relation to any investigation.
- Food Safety and Hygiene
A Hirer preparing, serving, supplying or selling food must comply with all applicable food-safety, hygiene, allergen and temperature-control requirements.
The Hirer is responsible for:
- ensuring that food is obtained from a safe source;
- appropriate refrigeration and temperature control;
- avoiding cross-contamination;
- safe cooking and reheating;
- providing legally required allergen information;
- maintaining suitable hand hygiene;
- cleaning preparation surfaces and equipment;
- safe disposal of food waste; and
- obtaining any registration, approval or certification required for the activity.
The Hub’s kitchen facilities must not be used for a commercial food operation unless Management has given prior written permission.
- Kitchen Rules
The following rules apply whenever the kitchen is used:
- Children may enter the kitchen only under appropriate adult supervision.
- The kitchen must not be left unattended while the water boiler, kettle, hob, oven or other heating appliance is in use.
- Metallic objects must not be placed in the microwave.
- Hands must be washed before and after food preparation.
- Work surfaces must be cleaned before and after use.
- Spillages must be cleaned immediately.
- Floors, entrances and walkways must be kept clear.
- Food must be cooked, cooled, stored and reheated safely.
- Refuse must be secured in suitable bags and placed in the designated bins.
- Recycling must be separated and placed in the appropriate containers.
- All appliances must be switched off after use.
- The kitchen must be left clean and tidy.
- Electrical Equipment
Any electrical appliance brought onto the premises by the Hirer must:
- be safe and in good working order;
- be suitable for its intended use;
- be used in accordance with the manufacturer’s instructions;
- comply with applicable electrical-safety requirements;
- have suitable inspection or testing records where appropriate; and
- not overload sockets or circuits.
The Hirer must use any residual-current protection or other safety device provided.
Trailing cables must be secured to prevent trip hazards.
Management may prohibit or disconnect equipment that appears unsafe, damaged, unsuitable or likely to overload the electrical system.
- Heating
No portable or additional heating appliance may be used without prior written permission.
Portable liquefied petroleum gas heaters are prohibited.
The Hirer must not interfere with thermostats, boilers, radiators, heating controls or ventilation systems except as authorised.
- Flammable Materials and Combustible Decorations
Highly flammable substances must not be brought into or used in the Hub.
Combustible decorations, including polystyrene and loose cotton-wool materials, must not be installed without permission.
Decorations must be kept away from:
- heaters;
- cooking appliances;
- light fittings;
- electrical equipment;
- candles or flames; and
- fire-safety equipment.
Management may remove any material that it considers unsafe.
- Prohibited Effects and Pyrotechnics
The following must not be used inside the Hub:
- indoor fireworks;
- pyrotechnics;
- smoke or fog machines;
- bubble machines;
- candles;
- naked flames;
- confetti cannons;
- flame effects; or
- similar devices.
Helium-filled balloons must be secured and removed at the end of the booking. The Hirer may be charged for recovering balloons or responding to an alarm activated by balloons or other decorations.
- Alcohol
Alcohol may be brought onto, supplied or consumed on the premises only with prior written permission from Management.
The Hirer is responsible for ensuring that any required:
- premises licence;
- Temporary Event Notice;
- personal licence;
- permission; or
- other legal authorisation
is in force.
Evidence of any Temporary Event Notice or other required authority must be supplied to Management no later than 24 hours before the booking, or earlier where requested.
Where alcohol is permitted, the Hirer must:
- comply with all licence conditions;
- prevent sales or supply to anyone under 18;
- operate any required age-verification policy;
- not serve alcohol to anyone who is drunk;
- prevent excessive drinking;
- provide appropriate supervision and security;
- stop alcohol being taken outside approved areas; and
- comply with instructions from Management.
Management may require a meeting with the Hirer before approving an alcohol-related booking.
- Drugs, Drunkenness and Disorderly Behaviour
Illegal drugs must not be brought onto or used on the premises.
The Hirer must take reasonable steps to prevent:
- drunkenness;
- violence;
- threatening conduct;
- criminal behaviour;
- harassment;
- excessive noise;
- damage; and
- disturbance to neighbours.
A person who appears intoxicated, under the influence of illegal drugs, violent, threatening or seriously disorderly must be refused entry or asked to leave.
Management may contact the police or emergency services where necessary.
- Smoking and Vaping
Smoking and vaping are prohibited inside the Hub.
The Hirer must ensure that attendees comply with this rule and use any designated external area responsibly.
Smoking materials must be extinguished and disposed of safely. Entrances, neighbouring premises and access routes must not be obstructed.
- Music, Entertainment and Other Licensable Activities
The Hub may hold licences covering certain uses of copyright music. The Hirer must confirm with Management whether the intended activity falls within the scope of those licences.
The Hirer is responsible for obtaining any additional licence or permission required for:
- live or recorded music;
- public performance;
- films;
- theatrical performances;
- dancing;
- sale or supply of alcohol;
- late-night refreshment;
- gambling or lotteries;
- broadcasting;
- commercial filming; or
- any other regulated activity.
Approval of a booking does not constitute confirmation that all necessary licences have been obtained.
- Film Screenings
Age-restricted films may be shown only to audiences of the appropriate age.
The Hirer must comply with British Board of Film Classification classifications and any applicable licensing or copyright requirements.
The Hirer must obtain any public-performance or screening licence required.
- Photography, Filming and Broadcasting
Private photography may be permitted provided that it:
- does not cause nuisance or disruption;
- does not interfere with another booking;
- complies with safeguarding requirements;
- respects the privacy of other users; and
- is carried out lawfully.
The Hirer must obtain appropriate consent or another valid legal basis before photographing, filming or recording identifiable individuals.
Children must not be photographed or filmed without appropriate, documented parental or guardian permission.
Commercial filming, broadcasting, livestreaming or the granting of media rights requires prior written approval from Management.
The Hirer must inform attendees clearly where photography, filming, audio recording or livestreaming will take place.
- Dangerous or Unsuitable Activities
No performance or activity may take place that:
- creates an unreasonable risk of injury;
- exposes attendees to unsuitable or unlawful content;
- involves sexually explicit entertainment;
- involves weapons or realistic imitation weapons without written approval;
- involves unsafe stunts or hazardous materials;
- is likely to cause serious public disorder; or
- is otherwise considered unsuitable for a community facility.
Management may require further risk assessments, insurance, licences, professional supervision or security as a condition of approval.
- Gaming, Betting and Lotteries
The Hirer must ensure that gaming, betting, raffles, prize draws and lotteries comply with all applicable legislation and licensing requirements.
Management’s approval of a booking does not amount to legal approval of the activity.
- Sports, Fitness and Physical Activities
The Hub may be hired for suitable sports, exercise, dance or physical activities by responsible individuals or organisations.
The Hirer must ensure that:
- the activity is suitable for the premises;
- instructors hold appropriate qualifications;
- adequate insurance is in place;
- participants are appropriately supervised;
- relevant health information is obtained lawfully where necessary;
- equipment is safe;
- the activity area is inspected before use;
- hazards are removed or controlled;
- emergency arrangements are in place; and
- equipment is stored safely after use.
A responsible adult must be present throughout the activity.
- Sale of Goods and Services
Where goods or services are sold, the Hirer must comply with applicable consumer-protection, product-safety, pricing and fair-trading laws.
Prices must be displayed clearly, together with the identity and contact details of the seller or organiser where required.
Any advertised discount must be genuine and must not be misleading.
Management may require evidence of insurance, registration, licences or other compliance before allowing sales.
- Fly-Posting and Advertising
The Hirer must not carry out or permit fly-posting or any unauthorised advertising.
Advertising relating to an event at the Hub must not imply that Brandon TRA or the Jack Hobbs Community Hub sponsors, endorses or organises the event unless written permission has been given.
The Hirer will be responsible for claims, penalties, removal costs or proceedings resulting from unauthorised advertising undertaken by or on behalf of the Hirer.
- Storage
Nothing may be left or stored at the Hub without prior written permission.
Approved storage:
- is subject to the space allocated by Management;
- must not obstruct access or emergency routes;
- must be safe and secure;
- must not contain hazardous, illegal, perishable or flammable materials;
- remains at the Hirer’s risk; and
- may be subject to a storage charge.
Management does not accept responsibility for loss of or damage to stored items except where caused by its negligence.
Items not authorised for storage must be removed at the end of each booking.
Where the Hirer fails to remove property, Management may:
- charge storage fees;
- issue notice requiring collection;
- move the property;
- dispose of it where lawful; or
- recover reasonable costs from the Hirer.
- Internet Service
Internet access may be made available as an ancillary facility.
The service is provided on an “as available” basis. Continuous availability, speed, compatibility, security or suitability for a particular purpose is not guaranteed.
The Hirer is responsible for the internet use of all persons attending the booking.
The Hirer must not use the network to:
- commit an unlawful act;
- access or distribute illegal material;
- infringe intellectual-property rights;
- harass another person;
- introduce malware;
- interfere with the network;
- gain unauthorised access to systems or accounts; or
- conduct any activity likely to expose the Hub or Brandon TRA to liability.
Users are responsible for protecting their own devices and information.
- Insurance and the Hirer’s Liability
The Hirer is responsible for loss, damage, injury, nuisance, claims and reasonable costs arising from:
- the Hirer’s use of the premises;
- the acts or omissions of the Hirer;
- the acts or omissions of attendees, contractors or invitees;
- equipment brought onto or stored at the premises;
- damage to the building, grounds, fixtures, fittings or contents; and
- a breach of these Terms and Conditions.
The Hirer must indemnify Brandon TRA, Management, employees, volunteers and authorised representatives against claims, losses, damages and reasonable costs arising from the booking, except to the extent that the matter resulted from the negligence or other legal liability of Brandon TRA or Management.
Where requested, the Hirer must obtain suitable public liability or other insurance and provide:
- a copy of the policy or certificate;
- evidence that the policy is current;
- details of the insurer and limit of indemnity; and
- evidence of any activity-specific cover.
Failure to provide required insurance evidence may result in cancellation of the booking.
Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence.
- Loss of Personal Property
Property brought onto or left at the Hub is at the owner’s risk.
Brandon TRA and Management do not accept responsibility for loss, theft or damage except where caused by their negligence or where liability cannot lawfully be excluded.
Any lost property found may be retained for a reasonable period and then donated, recycled or disposed of.
- Data Protection and UK GDPR
44.1 Data Controller
For personal information collected directly by Brandon TRA or the Jack Hobbs Community Hub in connection with bookings and Hub-organised events, the data controller is:
Brandon Tenants and Residents Association
Jack Hobbs Community Hub
Maddock Way, London SE17 3NH
Contact
A full Privacy Notice should be made available on the Brandon TRA website and in an accessible format on request.
44.2 Personal Information We May Collect
Depending on the booking or event, Brandon TRA or the Hub may collect:
- the Hirer’s name;
- organisation or business name;
- postal address;
- email address;
- telephone number;
- booking and attendance information;
- payment and invoicing details;
- correspondence relating to the booking;
- emergency-contact information;
- insurance and qualification information;
- risk assessments and compliance documents;
- safeguarding-related confirmations;
- accessibility or dietary requirements;
- accident and incident information;
- photographs relating to damage, cleaning, safety or incidents;
- consent records for photography, communications or participation;
- complaints and feedback; and
- information required to administer a Brandon TRA event or community activity.
Only information that is relevant and reasonably necessary for the stated purpose should be collected.
44.3 Why We Use Personal Information
Personal information may be used to:
- respond to enquiries;
- assess and administer booking requests;
- prepare Booking Forms and Hire Agreements;
- communicate with Hirers;
- process and record payments;
- manage access to the building;
- organise Brandon TRA or Hub events;
- register attendees or participants;
- make reasonable accessibility arrangements;
- manage dietary or health-and-safety requirements;
- safeguard children and adults at risk;
- verify insurance, qualifications or regulatory compliance;
- prevent and investigate damage, loss, misconduct or safety incidents;
- administer deposits and claims;
- respond to complaints;
- maintain financial and audit records;
- comply with legal, regulatory, insurance or safeguarding requirements; and
- establish, exercise or defend legal claims.
Personal information collected for one purpose will not be used for an unrelated purpose unless there is a lawful basis for doing so and the individual has been given appropriate information.
44.4 Lawful Bases
Depending on the circumstances, personal information may be processed because:
- it is necessary to take steps at the Hirer’s request before entering into a Hire Agreement;
- it is necessary to perform the Hire Agreement;
- it is necessary to comply with a legal obligation;
- it is necessary for Brandon TRA’s legitimate interests in safely and effectively managing the Hub, its bookings, finances, property, insurance and community activities;
- it is necessary to protect someone’s vital interests in an emergency; or
- the individual has given consent for a specific optional purpose.
Consent will not be treated as the basis for all booking administration. Where consent is relied upon, it must be freely given, specific, informed and capable of being withdrawn.
Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.
44.5 Special Category Information
Information about health, disability, dietary requirements, religion or other particularly sensitive matters may constitute special category personal data.
Such information will be collected only where it is necessary and where an additional lawful condition applies.
For example, information about an allergy, disability or access requirement may be collected to facilitate safe participation or make appropriate arrangements.
Where explicit consent is required, it will be requested separately and clearly.
Individuals should not provide more medical or sensitive information than is reasonably necessary.
44.6 Hirer’s Responsibility for Attendee Information
Where the Hirer independently collects personal information about its attendees, employees, members, clients, children, parents, volunteers or participants, the Hirer will normally be responsible for that processing as a separate data controller.
The Hirer must:
- comply with applicable data-protection law;
- collect only information that is necessary;
- provide appropriate privacy information;
- identify a lawful basis;
- obtain valid consent where required;
- keep information secure;
- restrict access;
- retain information only for as long as necessary;
- respond properly to information-rights requests; and
- report qualifying personal-data breaches where required.
The Hirer must not provide attendee lists, health information, safeguarding records or other personal information to Management unless there is a genuine need and a lawful basis for doing so.
Where Brandon TRA organises an event itself, Brandon TRA will normally be responsible for the personal information collected for registration and administration of that event.
44.7 Children’s Information
Information about children must be handled with particular care.
The minimum necessary information should be collected, and privacy information should be written or explained in a form appropriate to the child’s age and understanding where required.
A parent or guardian’s contact details and permissions may be obtained where necessary for:
- registration;
- safeguarding;
- emergency contact;
- photography or filming;
- participation in an activity; or
- another clearly explained purpose.
Information about children must not be used for unrelated marketing or publicity without an appropriate lawful basis and any required permission.
44.8 Photography, Video and Audio
Where Brandon TRA or the Hub intends to take photographs, film, audio or other recordings at an event, attendees will be informed where reasonably practicable:
- that recording will take place;
- why it is taking place;
- how the material may be used;
- whether publication is intended; and
- how to raise an objection or request an alternative arrangement.
Specific consent may be obtained where appropriate, particularly for identifiable promotional images of children or vulnerable individuals.
Operational photographs taken to document damage, safety concerns, cleaning or incidents may be processed on another appropriate lawful basis and do not necessarily depend on consent.
44.9 Sharing Personal Information
Personal information may be shared only where necessary and lawful, including with:
- authorised Brandon TRA committee members;
- Hub employees, volunteers or booking administrators;
- accountants, auditors or professional advisers;
- insurers and insurance advisers;
- payment-service providers;
- IT, website, email or booking-system providers;
- cleaners, security providers or building contractors where relevant;
- emergency services;
- safeguarding authorities;
- local authorities;
- regulators or law-enforcement bodies; or
- another party where disclosure is required by law.
Personal information will not be sold.
It will not be disclosed to an unrelated third party for that third party’s own marketing purposes.
Service providers handling personal information on Brandon TRA’s behalf must be subject to appropriate confidentiality and data-protection arrangements.
44.10 Retention
Personal information will be kept only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance, safeguarding and dispute-resolution requirements.
Different categories of information may have different retention periods. For example:
- unsuccessful or unconfirmed booking enquiries may be deleted after a relatively short administrative period;
- attendee lists used solely for event administration should be deleted when they are no longer required;
- optional marketing-consent records may be retained while the consent remains valid and for an appropriate period afterwards to demonstrate compliance;
- accident, safeguarding, insurance and legal records may need to be retained for longer;
- booking, payment and accounting records may be retained for the period required by financial, legal or audit obligations; and
- photographs documenting damage or a dispute may be retained until the matter and any related claim have concluded.
The previous blanket statement that all contact details will be held for no more than 18 months does not apply where a longer period is required for accounting, insurance, safeguarding, legal or other legitimate purposes.
A retention schedule should be maintained and records should be securely deleted or anonymised when no longer required.
44.11 Security
Reasonable organisational and technical measures will be used to protect personal information against:
- unauthorised access;
- accidental loss;
- alteration;
- inappropriate disclosure;
- destruction; and
- misuse.
Access will be restricted to people who reasonably need the information for their role.
Hirers must protect any personal information they hold while using the Hub and must not leave booking forms, attendee lists, medical information, safeguarding records or electronic devices unattended.
44.12 Individual Rights
Subject to legal conditions and exemptions, individuals may have rights to:
- be informed about how their information is used;
- request access to their personal information;
- request correction of inaccurate or incomplete information;
- request deletion in certain circumstances;
- request restriction of processing;
- object to certain processing;
- receive certain information in a portable format;
- withdraw consent where processing is based on consent; and
- complain to the Information Commissioner’s Office.
Requests should be submitted using the contact details in the Brandon TRA Privacy Notice.
Identity verification may be required before information is disclosed.
44.13 Data-Protection Concerns
Anyone concerned about the handling of personal information should first contact Brandon TRA using the details in its Privacy Notice.
Individuals also have the right to complain to the Information Commissioner’s Office.
- Complaints
Management aims to provide a safe, welcoming and well-managed community facility and to resolve concerns reasonably and promptly.
Where Management has concerns about a booking, it will normally raise them directly with the Hirer.
A Hirer with a complaint should initially contact:
- the Hub Manager or Bookings Administrator; and
- if the matter remains unresolved, the Chair of the Jack Hobbs Community Hub Steering Group.
Complaints should include:
- the name and contact details of the complainant;
- the date and nature of the booking;
- a clear description of the issue;
- relevant supporting information; and
- the outcome sought.
Where a complaint concerns an existing policy or requires a decision by the Steering Group, it may be referred to the next appropriate meeting.
Any resolution must remain consistent with applicable law, licences, insurance requirements and Hub policies.
The full complaints procedure is available on request.
- Breach of These Terms
Management may refuse entry, stop an activity or terminate a booking immediately where:
- there is a serious safety concern;
- unlawful activity is taking place;
- the Hirer has materially misrepresented the proposed use;
- attendees are violent, threatening or seriously disorderly;
- fire or licensing requirements are breached;
- alcohol or drugs are being handled unlawfully;
- the Hirer refuses to follow a reasonable instruction; or
- another serious breach occurs.
No refund will normally be made where a booking is terminated because of the Hirer’s breach.
The Hirer remains responsible for charges, damage and other liabilities arising from the booking.
- Variation of These Terms
Management may update these Terms and Conditions to reflect:
- changes in law;
- licensing conditions;
- insurance requirements;
- operational requirements;
- safeguarding guidance;
- health and safety requirements; or
- changes to the premises or services.
The version provided or made available when the booking is confirmed will normally apply to that booking unless a change is required by law or necessary for immediate safety reasons.
Any special conditions applying to an individual booking must be recorded on or with the Booking Form.
- Acceptance by the Hirer
The Booking Form includes the following declaration:
I confirm that I am at least 18 years of age and am authorised to make this booking. I confirm that the information provided on the Booking Form is complete and accurate. I have read and understood the Jack Hobbs Community Hub Hire Terms and Conditions and agree to comply with them. I accept responsibility for the booking, the conduct of those attending and any loss, damage or additional charges arising in accordance with the Hire Agreement.
The Booking Form also directs the Hirer to the Brandon TRA Privacy Notice that explains that personal information will be used to administer the booking and for the other purposes described in that notice.
