General Data Protection Regulation (GDPR) Statement
Huddersfield Art Society keeps the minimum of personal data of current members in order to manage the administration of the society and to be able to inform members of Society news and changes to any programmes offered by the different groups.
What Information Do We Keep?
Members’ name, address, email address, telephone number and (where provided) social media account links or website addresses. We also keep photographs taken, with permission, of the artist and the work they produce during group sessions, and photographs of work provided by the artist, with any artist biography or other information provided by the artist.
Why Do We Keep and How Do We Use This Information?
The name, address, email address and telephone number are used to:
Where Do We Keep This Information?
The information and photographs are stored on computer devices managed by the council team, and photographs with names are added to Huddersfield Art Society website. Photographs of members and their work may be added to Huddersfield Art Society social media sites.
Who Has Access To This Information and Why?
All nominated council members have access to this information during their term of office. There are also a small number of co-opted members to council who manage small groups with support from a designated council member. Any changes in council membership instigates changes of passwords to central databases such as the email system to secure the information.
Members of the public have access to images, names and biographies on Huddersfield Art Society social media and website as this material is to promote the work of the society and the individual artist, and has been provided with permission by the individual members.
How Long Do We Keep This Information?
Personal information such as name, address, email address and phone number are kept whilst the individual remains a member of the society. If a member leaves the society their personal information will remain on the system for 4 months in case further contact is required for any reason, after which this information will be deleted permanently from the system and any back up systems.
Photographs from group sessions remain on the society website for up to a year and then are usually deleted from this website,. Photographs of members' work, with their names, are kept on the society website under the Members' Galleries for as long as the person remains a member of the society or they request a change.
A historic copy of member's names on membership records or attendance records may be kept on file unless the members do not consent to this.
A historic copy of photographs of member's work may remain on file unless members do not consent to this.
Photos on the society’s social media remain on each platform indefinitely.
Can Members Choose Whether Their Data or Images are Used?
On joining the society for the first time, new members are asked for their consent for photographs of themselves (in the various groups they attend) or of their work to go on the society’s social media and the society’s website, with their name included in some cases.
If a member who does not give consent for their image, or image of their work, or the name to be used on the society’s social media and website, steps are put in place to ensure that the council members managing those platforms are aware.
Annually, on re-registration for membership to the society, members are asked to confirm their consent for photographs of them as artists and of their work to go on the society social media and website.
If a member leaves the society they will be asked if they consent to us keeping photographs that may contain their image, or images of their work, on the society’s website. If the member does not consent, these images will be removed within 3 weeks.
What Information Do We Keep?
Members’ name, address, email address, telephone number and (where provided) social media account links or website addresses. We also keep photographs taken, with permission, of the artist and the work they produce during group sessions, and photographs of work provided by the artist, with any artist biography or other information provided by the artist.
Why Do We Keep and How Do We Use This Information?
The name, address, email address and telephone number are used to:
- Inform members of the upcoming programme in certain groups, to send out information for the Annual General Meeting, to send out copies of the Society Newsletter and to contact members with details for renewal of membership each year.
- Where requests are made to council to assist in co-ordinating shared lifts to venues
- We generally inform members via email but some members prefer to have information sent by royal mail hence a postal address is required
- Occasionally telephone numbers may be used to inform certain members of a sudden change in a programme for example if a certain group cannot meet that day
- Use on Huddersfield Art Society social media sites to promote the society and its activities
- Use on Huddersfield Art Society website to promote the society and its activities
- Used, with artist biographies, social media sites and websites on Huddersfield Art Society website to promote the individual artists, and the various exhibitions that the society may hold or support during the year.
Where Do We Keep This Information?
The information and photographs are stored on computer devices managed by the council team, and photographs with names are added to Huddersfield Art Society website. Photographs of members and their work may be added to Huddersfield Art Society social media sites.
Who Has Access To This Information and Why?
All nominated council members have access to this information during their term of office. There are also a small number of co-opted members to council who manage small groups with support from a designated council member. Any changes in council membership instigates changes of passwords to central databases such as the email system to secure the information.
Members of the public have access to images, names and biographies on Huddersfield Art Society social media and website as this material is to promote the work of the society and the individual artist, and has been provided with permission by the individual members.
How Long Do We Keep This Information?
Personal information such as name, address, email address and phone number are kept whilst the individual remains a member of the society. If a member leaves the society their personal information will remain on the system for 4 months in case further contact is required for any reason, after which this information will be deleted permanently from the system and any back up systems.
Photographs from group sessions remain on the society website for up to a year and then are usually deleted from this website,. Photographs of members' work, with their names, are kept on the society website under the Members' Galleries for as long as the person remains a member of the society or they request a change.
A historic copy of member's names on membership records or attendance records may be kept on file unless the members do not consent to this.
A historic copy of photographs of member's work may remain on file unless members do not consent to this.
Photos on the society’s social media remain on each platform indefinitely.
Can Members Choose Whether Their Data or Images are Used?
On joining the society for the first time, new members are asked for their consent for photographs of themselves (in the various groups they attend) or of their work to go on the society’s social media and the society’s website, with their name included in some cases.
If a member who does not give consent for their image, or image of their work, or the name to be used on the society’s social media and website, steps are put in place to ensure that the council members managing those platforms are aware.
Annually, on re-registration for membership to the society, members are asked to confirm their consent for photographs of them as artists and of their work to go on the society social media and website.
If a member leaves the society they will be asked if they consent to us keeping photographs that may contain their image, or images of their work, on the society’s website. If the member does not consent, these images will be removed within 3 weeks.