Privacy Policy for Members
Who we are
The Royal Wootton Bassett and District Art Society (RWBDAS) are a friendly and informal art group of around 35 members. The purpose of the club is to provide a weekly gathering for members to work on art-related activities. RWBDAS is a not-for-profit organisation, and any profits are ploughed back into the society to fund activities for the members.
Our Privacy Statement
RWBDAS collects stores and processes limited personal data about our members, and other individuals with whom the society has connections or dealings with.
We will keep all personal data confidential, and will only use and share the data as detailed below. We will comply with the General Data Protection Regulation (GDPR) 2018
The lawful basis for processing personal data is by explicit consent from individuals (members and non-members)
What type of data we hold
The personal data we hold is limited to name, address, email address and contact telephone numbers and if applicable, personal website addresses. For members, we also hold membership payment records.
What we use personal data for
Our use of the data is limited to activities related the day to day running of the society.
This data may be held (in part or fully) by any Committee Members, and Exhibition Sub-Committee members for the purpose of:-
- recording membership and related payments
- informing members of any specific art event, society news, competitions, and other art-related activities
- using names, photos and art work for the purpose of advertising and reporting on RWBDAS events, such as exhibitions, workshops or demonstrations and also in RWBDAS internal documents e.g. members packs
- contacting non-members for specific purposes such as providing demonstrations, judging competitions, hiring of venues, press contacts, advertising, invitations to events.
How we collect personal data
The Membership Secretary will collect member’s personal data from membership forms (each September for existing members, or later in the year new or temporary members). The Membership Secretary will check at the beginning of each term that the data is accurate, and will record any updates provided by the members.
Consent forms will form part of the membership process in September. These can be updated by members at any point.
The Membership Secretary will maintain and keep the consent forms in a secure file, and will advise all members of the Committee of any specific requests relating to consent from a member.
Committee Members and the Exhibition Sub-Committee members will collect and maintain personal data from non-members required for their specific role e.g. Competitions Secretary will collect and maintain list of potential judges, Social Media and Press Editor will maintain a list of press contacts and process enquiries from non-members entered via the website.
Consent forms should be obtained from non-members with whom Committee Members and the Exhibition Sub-Committee members wish to store personal data on.
Who we share personal data with
A condition of our Public Liability Insurance policy is that we sometimes need to provide the Insurer with a list of our member’s names only, on a yearly basis.
Other than this, your data will not be shared with external organisations, unless explicit permission is given by the member.
All Art Society Group emails will be sent via Blind Carbon Copy (BCC) in order that email addresses are not disclosed.
How we store personal data
All personal data collected will be stored securely on password protected files on electronic devices (PC’s laptops, tablets, phones etc). Paper copies will be stored in files marked confidential.
How long will we store personal data
Personal data will be deleted or destroyed when it is no longer needed for activities related to the day to day running of the society (e.g. when a member leaves the club), unless explicit permission has been given by the individual to the Committee to continue sending news of society events and related information.
The personal data held by Committee Members and the Exhibition Sub-Committee members will be reviewed at least once a year, to ensure that it is still needed.
Individuals Rights
Members and non-members are entitled to ask the Committee to view and amend the personal data held about themselves, or to change their consent details at any point.
This RWBDAS Privacy Policy is filed together with the current RWBDAS Constitution, and is available on request for perusal at any time
Breaches of data
Breaches of data must be reported to the Committee, and the individual(s) affected must be advised. Any breach will be reviewed by the Committee in order to prevent future re-occurrence.
If an individual feels there is a problem with the handling of their personal data, and the issue cannot be resolved with the RWBDAS Committee, then the individual can take up the issue with the Information Commissioner’s Office (ICO).
Changes to Privacy Policy
This privacy policy can be changed at any point. Any changes will be communicated to all individuals on whom we hold personal data. The latest publication date of this privacy policy will be included in the footer of this document.