HARPENDEN ARTS CLUB - GENERAL DATA PROTECTION REGULATIONS
Harpenden Arts Club – General Data Protection Regulations Statement
General principles of Data Protection:
Specific application to Harpenden Arts Club as follows:
Current Membership DPA Statement:
The Data Protection Act 1984
To satisfy the conditions of the Data Protection Act 1984 we are informing you that the Harpenden Arts Club will hold your name, address and telephone number on a computer database. This will be used solely for the purpose of sending out information relating to the Harpenden Arts Club and your personal details will not be disclosed to any third party. From time to time, an authorised member of the Club will have access to this information to circulate the Newsletter and other Club communications.
Please delete as appropriate YES/NO on the application form concerning your agreement to the holding of your personal details on a database. If this is not completed we will assume you have no objection.
For your information, if a member of the public wishes to contact a Club member our policy is to ask the individual to write in to the Secretary and this letter will be sent on to you under separate cover.
New Membership GDPR Statement:
Please indicate Y/N if you agree to the following:
The Club will use these details to issue Membership cards, and to keep Members up to date with Club news and events. If Members provide us with an email address, we will regard that as consent to contact them by email. If Members do not want to receive further emails from the Club they can reply with the word ‘Unsubscribe’ to any Club email and we will delete the email address. We will only use the telephone number to resolve a query about the other details, for example, in the case of an email delivery failure.
New Purchaser GDPR Statement:
Please indicate Y/N if you consent to the use of your name and address by the Club to contact you in the event of a query about collecting the Work you have purchased, and to send you an invitation to the preview evening of the next Club Annual Exhibition.
HARPENDEN ARTS CLUB - PRIVACY POLICY General Data Protection Regulation (GDPR) 2018
Last updated 23 March 2018
Harpenden Arts Club will hold the following personal details about their Members, which they provide on the Membership form when they join:
Title, First Name, Surname, Postal Address, Postcode, Telephone Number, Email address.
Members may ask the Club Membership Secretary to confirm what personal details about them the Club holds, and are encouraged to help us to keep them up to date by letting the Membership Secretary know of any change, for example, change of email address.
The Club will use these details to issue Membership cards, and to keep Members up to date with Club news and events, including details of weekly meetings and of opportunities to display works at our exhibitions. If Members provide us with an email address, we will regard that as consent to contact them by email. If Members do not want to receive further emails from the Club they can reply with the word ‘Unsubscribe’ to any Club email and we will delete the email address. We will only use the telephone number to resolve a query about the other details, for example, in the case of an email delivery failure.
For Purchasers, who may provide the above details to the Club on the Sales Form when buying an artwork at one of our events, we will use the details to contact you in the event of a query about collecting the Work you have purchased, and to send you an invitation to the preview evening of the next Club Annual Exhibition.
We will hold all Member and Purchaser details securely. We will not pass them to to other parties: they will only be accessible to relevant members of the Club’s Committee, and we will only use them for the purposes described above.
If a member of the public wishes to contact a Club Member, about an artwork in the exhibition, for example, our policy is to ask the individual to contact the Secretary, who will forward their letter or email to the relevant Member.
If we do not hear from a Member for more than 18 months we will deem their membership to have lapsed and remove their details from our records.
General principles of Data Protection:
- This applies to any personal details on individuals, such as Name, Address, Email Address, or anything that would identify the individual, including, now, social media posts, details on the website.
- The data should only be held if the individual is a current customer or member, otherwise it should be deleted.
- When the personal data is given by the individual, they must be told exactly how it will be used, and given the opportunity to actively indicate their consent. They can also be given the opportunity to indicate how they would prefer to be contacted e.g. via email, post or SMS.
- The personal details must only be used in accordance with the consents and preferences given above. They cannot be used for any other purpose.
- If the terms of the data protection consent change, the individual must be contacted again and given the opportunity to consent to the new terms.
- The consent and preference and the terms of the consent must be held on record.
- Reasonable effort must be made to keep individual details up to date and correct.
- Individuals must be given a means of unsubscribing from any contact and of requesting their details to be deleted.
- The personal details must be held securely and must not be passed on to other parties without consent.
- All members (volunteers as well as employees) of an organisation who have access to the personal details must understand and comply with these guidelines.
Specific application to Harpenden Arts Club as follows:
- This applies to the following information we hold on Members: Name, Postal Address, Telephone Number, Email Address and on Purchasers: Name, Postal Address, Telephone Number, Email Address. Bank details Artists’ Profiles Website gallery
- Data on Members is deleted when their membership is deemed to have lapsed i.e. when they fail to pay membership subscriptions for the second consecutive year. We will add an Unsubscribe option to club emails, and suppress emails with immediate effect, and deem the membership to have lapsed at the end of the subscription year. This is simply achieved by putting the following text at the bottom of all Club emails: If you wish to unsubscribe from Club emails please reply to this email using the word ‘Unsubscribe’. Data on Purchasers must be deleted after it has been used to send out the Invitations.
- The Data Protection statement on the Membership needs to be updated – maybe print the relevant part of the privacy policy with the date and details held. We need to add a note to the Exhibition and AOTC Sales Forms to say that name and address details will be held on file only in case of a query about collecting the purchased work, and for the purpose of sending an Invitation to next year’s exhibition Preview. If purchasers take the work away with them, e.g. browser works, and do not want an invitation to the next Preview, we have no reason to record these details. As for preferences, if a Member has provided their Email address or Phone number we would assume they have given permission to be contacted in this way.
- We can use the details as stated on the Membership form to send out information relating to Harpenden Arts Club Membership including the Newsletter and other Club communications. Other communications not specifically mentioned are: Details on upcoming Club meetings, the Club’s display at Rothamsted, the Club’s stall at Art On The Common, the Club’s Annual Exhibition. These are probably covered by ‘legitimate interest’ i.e. they are communications that members would reasonably expect to receive from the Club as part of their membership. We could NOT send a list of Club members’ email addresses to a third party for them to advertise their new art gallery.
- If we do change the Statement significantly we should contact everyone to renew their consent. This would include the list of Purchaser for next November’s preview.
- We will keep a record of the new consent Y/N and date. If the provision of Email address and Telephone number indicates consent, then we won’t need to add anything to show preferences.
- Possibly a reminder at meetings or in the Newsletter for members to let the Club Membership Secretary know if they have changed their postal or email address.
- Details will be deleted on second missed subscription renewal, or first missed subscription after we receive an Unsubscribe request.
- We need to decide if we need to hold copies of the Membership, Email address and Purchaser Lists on the shared files on Dropbox as well as on individual committee members’ computers. If so should we use password protection and/or encryption?
- All committee members who may have access to Member or Purchaser details to understand and comply with these guidelines (when finalised).
Current Membership DPA Statement:
The Data Protection Act 1984
To satisfy the conditions of the Data Protection Act 1984 we are informing you that the Harpenden Arts Club will hold your name, address and telephone number on a computer database. This will be used solely for the purpose of sending out information relating to the Harpenden Arts Club and your personal details will not be disclosed to any third party. From time to time, an authorised member of the Club will have access to this information to circulate the Newsletter and other Club communications.
Please delete as appropriate YES/NO on the application form concerning your agreement to the holding of your personal details on a database. If this is not completed we will assume you have no objection.
For your information, if a member of the public wishes to contact a Club member our policy is to ask the individual to write in to the Secretary and this letter will be sent on to you under separate cover.
New Membership GDPR Statement:
Please indicate Y/N if you agree to the following:
The Club will use these details to issue Membership cards, and to keep Members up to date with Club news and events. If Members provide us with an email address, we will regard that as consent to contact them by email. If Members do not want to receive further emails from the Club they can reply with the word ‘Unsubscribe’ to any Club email and we will delete the email address. We will only use the telephone number to resolve a query about the other details, for example, in the case of an email delivery failure.
New Purchaser GDPR Statement:
Please indicate Y/N if you consent to the use of your name and address by the Club to contact you in the event of a query about collecting the Work you have purchased, and to send you an invitation to the preview evening of the next Club Annual Exhibition.
HARPENDEN ARTS CLUB - PRIVACY POLICY General Data Protection Regulation (GDPR) 2018
Last updated 23 March 2018
Harpenden Arts Club will hold the following personal details about their Members, which they provide on the Membership form when they join:
Title, First Name, Surname, Postal Address, Postcode, Telephone Number, Email address.
Members may ask the Club Membership Secretary to confirm what personal details about them the Club holds, and are encouraged to help us to keep them up to date by letting the Membership Secretary know of any change, for example, change of email address.
The Club will use these details to issue Membership cards, and to keep Members up to date with Club news and events, including details of weekly meetings and of opportunities to display works at our exhibitions. If Members provide us with an email address, we will regard that as consent to contact them by email. If Members do not want to receive further emails from the Club they can reply with the word ‘Unsubscribe’ to any Club email and we will delete the email address. We will only use the telephone number to resolve a query about the other details, for example, in the case of an email delivery failure.
For Purchasers, who may provide the above details to the Club on the Sales Form when buying an artwork at one of our events, we will use the details to contact you in the event of a query about collecting the Work you have purchased, and to send you an invitation to the preview evening of the next Club Annual Exhibition.
We will hold all Member and Purchaser details securely. We will not pass them to to other parties: they will only be accessible to relevant members of the Club’s Committee, and we will only use them for the purposes described above.
If a member of the public wishes to contact a Club Member, about an artwork in the exhibition, for example, our policy is to ask the individual to contact the Secretary, who will forward their letter or email to the relevant Member.
If we do not hear from a Member for more than 18 months we will deem their membership to have lapsed and remove their details from our records.
