Please scroll down or click the links below to read our adopted policies.
Privacy Policy and Data Protection
Last updated: 1 September 2025
Mossdale Village Hall complies with the UK GDPR and Data Protection Act 2018. We only use personal data for hall administration, bookings, and legal requirements, and we never share it unnecessarily.
You can request the full policy, access, correction, or deletion at any time by emailing admin@mossdale-village-hall.org.uk
Mossdale Village Hall is registered with the ICO. See: ico.org.uk.
Equalities and Inclusion
Last updated: 1st September 2025
Mossdale Village Hall welcomes everyone and is committed to fairness, respect, and inclusion in line with the Equality Act 2010 (Scotland). We aim to make the hall accessible to all, remove barriers to participation, and ensure no one is discriminated against.
You can request the full policy at any time by emailing admin@mossdale-village-hall.org.uk
Safeguarding
Last updated: 1st September 2025
Mossdale Village Hall is committed to providing a safe and welcoming space for everyone in our community. We take seriously our responsibility to protect children, young people, and adults at risk from harm.
All groups hiring the hall for activities involving children or vulnerable adults must have their own safeguarding policy and appropriately checked staff or volunteers.
If you ever have a safeguarding concern connected to the hall, please contact the Chair of the Village Hall Committee immediately. Where necessary, concerns will be shared with the relevant safeguarding authorities in Dumfries & Galloway.
contact the chair on admin@mossdale-village-hall.org.uk
Health & Safety Policy
Last updated: 1st September 2025
1. Policy Statement
Mossdale Village Hall Committee recognises its duty under the Health and Safety at Work etc. Act 1974 and other relevant legislation in Scotland to ensure, so far as reasonably practicable, the health, safety, and welfare of all hall users, volunteers, visitors, and contractors.
We are committed to:
- Providing a safe and well-maintained environment.
- Preventing accidents and work-related ill health.
- Identifying and managing risks through regular assessment.
- Ensuring all hall users know emergency procedures.
2. Responsibilities
- The Village Hall Committee has overall responsibility for health and safety at the hall.
- The Chair holds day-to-day oversight of this policy.
- All hall users, hirers, and visitors share responsibility for acting safely, reporting hazards, and complying with this policy.
- Hirers are responsible for the safety of their own activities and must carry out risk assessments where appropriate.
3. Risk Assessment & Safety Checks
- Risk assessments will be reviewed annually and after any significant incident or change.
- Regular safety checks will be made of fire exits, extinguishers, lighting, first aid supplies, kitchen appliances, electrical equipment, and toilets.
- Records of inspections will be kept by the committee.
4. Fire Safety
- Fire exits must remain clear and unlocked when the hall is in use.
- The fire assembly point is the car park outside the hall
- Fire extinguishers are to be checked annually by a qualified contractor – next check is July 2026.
- Hirers must familiarise themselves with fire procedures before events begin.
5. First Aid & Accidents
- A first aid box is located in the kitchen on the shelf.
- All accidents, however minor, must be recorded in the Accident Book kept in the kitchen on the shelf by the first aid box.
- Serious incidents will be reported to the Committee and, where legally required, to the Health & Safety Executive (HSE) under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations).
6. Safe Use of the Hall
- The hall, car park, and grounds must be used responsibly.
- Hirers are responsible for supervising children and vulnerable adults at all times.
- Alcohol may only be consumed where permitted by law and the committee.
- Any equipment brought in must be safe and comply with current regulations.
7. Contractors & Maintenance
- Contractors engaged by the Committee must be competent and have their own health and safety policies.
- Hazardous substances will be managed in line with COSHH (Control of Substances Hazardous to Health) regulations.
8. Monitoring & Review
- This policy will be reviewed annually, usually at the committee meeting following the AGM.
- Urgent updates will be made if required by changes in law or after significant incidents.
Bookings & Hire
Last updated 1st September 2025
1. Purpose
This policy sets out how Mossdale Village Hall bookings are managed and the responsibilities of hirers. It applies to all individuals, groups, and organisations hiring the hall.
2. Booking Procedure
- All bookings must be made through the Village Hall Committee by email to admin@mossdale-village-hall.org.uk or in writing.
- Bookings are confirmed only once written/email confirmation has been issued by the committee.
- The committee reserves the right to refuse or cancel bookings if they conflict with the hall’s aims, policies, or safety requirements.
3. Hire Charges & Payment
- Concessions are available for local community groups and charitable activities.
- Payment is due within 14 days of invoice or before the event, whichever is sooner.
- A refundable deposit may be required for private parties or large events.
4. Use of Premises
- The hall must be left clean, tidy, and in good order.
- Hirers are responsible for setting up and clearing away tables, chairs, and equipment.
- All rubbish must be removed from the Hall after the event by the hirer.
- The hall must not be used for any unlawful purpose or activity.
5. Health & Safety
- Hirers must familiarise themselves with fire exits and evacuation procedures.
- Fire exits must remain clear at all times.
- Children and vulnerable adults must be supervised at all times.
- Electrical equipment brought into the hall must be safe and PAT-tested if required.
6. Safeguarding
- Groups working with children, young people, or vulnerable adults must have appropriate safeguarding policies and PVG-checked staff/volunteers.
- The committee reserves the right to request evidence of compliance.
7. Alcohol, Licences & Insurance
- Alcohol may only be sold or supplied with the appropriate licence.
- Hirers must obtain and display any required licences
- Hirers are responsible for ensuring they have adequate insurance cover for their activities.
8. Damage & Liability
- Hirers are responsible for any damage to the hall, furniture, or equipment during their booking.
- Any accidents or incidents must be recorded in the Accident Book and reported to the committee.
- The Village Hall Committee accepts no responsibility for loss or damage to personal property.
9. Cancellations
- Cancellations must be made at least 7 days before the event for a full refund.
- The committee reserves the right to cancel bookings at short notice in case of emergencies, safety concerns, or hall maintenance.
10. Monitoring & Review
This policy will be reviewed annually by the Village Hall Committee.