General Data Protection Regulation (GDPR) Statement
Huddersfield Art Society Ltd 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 and / or mobile number and (where provided) social media account links or website addresses. We also keep, with permission, photographs taken 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 and / or mobile number are used to:
Photographs of artists, artists’ work and general photographs of sessions in progress are kept to:
Where Do We Keep This Information?
The information and photographs are stored on computer devices managed by the Management Committee, and photographs with names are added to Huddersfield Art Society Ltd website. Photographs of members and their work may be added to Huddersfield Art Society Ltd social media sites.
Who Has Access To This Information and Why?
All Management Committee members have access to this information during their term of office. Any changes in the Management Committee membership may instigate changes of passwords to central databases where relevant, such as the email system, to secure the information.
Members of the public have access to images, names and biographies on Huddersfield Art Society Ltd 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, or until the end of the calendar year, in case further contact is required for any reason, after which this information will be deleted permanently from the system and any backup systems.
When a Group Leader steps down from their role in leading a group, they will delete any contact details of members of that group held on their personal devices.
Photographs from group sessions may remain on the society website for up to a calendar year and then are usually deleted when the website is refreshed. 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 or removal.
An historic copy of member's names on membership records or attendance records may be kept on file as an archive unless the member does not consent to this.
An historic copy of photographs of member's work may remain on file unless the member does 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 to 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 does not give consent for their personal image, image of their work, or their name to be used on the society’s social media and website, steps are put in place to ensure that the Management Committee member managing those platforms are aware.
Annually, on re-registration for membership, 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 photographs that may contain their image, or images of their work, to remain on the society’s website. If the member does not consent, these images will be removed within one calendar month.
Note: The Management Committee is composed of the Huddersfield Art Society Ltd Board (elected Directors) and Group Leaders with delegated responsibilities.
Revised January 2026
What Information Do We Keep?
Members’ name, address, email address, telephone and / or mobile number and (where provided) social media account links or website addresses. We also keep, with permission, photographs taken 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 and / or mobile number are used to:
- Inform members of the upcoming programme in the different groups, to send out information for society business meetings such the Annual General Meeting and extraordinary meetings, to send out copies of the Society Newsletter and to contact members with details for renewal of membership each year.
- 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 and / or mobile 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 due to inclement weather, or a change in time or venue.
Photographs of artists, artists’ work and general photographs of sessions in progress are kept to:
- Use on Huddersfield Art Society Ltd social media sites to promote the society and its activities
- Use on Huddersfield Art Society Ltd website to promote the society and its activities
- Used, with artist biographies, social media sites and websites on Huddersfield Art Society Ltd 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 Management Committee, and photographs with names are added to Huddersfield Art Society Ltd website. Photographs of members and their work may be added to Huddersfield Art Society Ltd social media sites.
Who Has Access To This Information and Why?
All Management Committee members have access to this information during their term of office. Any changes in the Management Committee membership may instigate changes of passwords to central databases where relevant, such as the email system, to secure the information.
Members of the public have access to images, names and biographies on Huddersfield Art Society Ltd 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, or until the end of the calendar year, in case further contact is required for any reason, after which this information will be deleted permanently from the system and any backup systems.
When a Group Leader steps down from their role in leading a group, they will delete any contact details of members of that group held on their personal devices.
Photographs from group sessions may remain on the society website for up to a calendar year and then are usually deleted when the website is refreshed. 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 or removal.
An historic copy of member's names on membership records or attendance records may be kept on file as an archive unless the member does not consent to this.
An historic copy of photographs of member's work may remain on file unless the member does 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 to 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 does not give consent for their personal image, image of their work, or their name to be used on the society’s social media and website, steps are put in place to ensure that the Management Committee member managing those platforms are aware.
Annually, on re-registration for membership, 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 photographs that may contain their image, or images of their work, to remain on the society’s website. If the member does not consent, these images will be removed within one calendar month.
Note: The Management Committee is composed of the Huddersfield Art Society Ltd Board (elected Directors) and Group Leaders with delegated responsibilities.
Revised January 2026