privacy and data protectionpolicy

1. Introduction

Beccles Society of Artists (“the Society”) respects your privacy and is committed to protecting your personal data. This policy explains how we collect, use, and store members’ information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Information We Collect

We may collect and store the following information from members and contacts:

  • Name
  • Address
  • Email address
  • Telephone number
  • Membership details (e.g., subscription status)
  • Artwork images/details (where provided for exhibitions, publicity, or records)

3. How We Use Your Information

We use your personal information to:

  • Administer membership and subscriptions
  • Share news, updates, and events relating to the Society
  • Organise exhibitions, workshops, and meetings
  • Maintain financial records relating to membership fees and events
  • Meet legal or regulatory obligations

4. Lawful Basis for Processing

We process personal data on the basis of:

  • Legitimate interests (running the Society, communicating with members, promoting art activities)
  • Consent (where we use images of your artwork or photographs of you for publicity purposes, unless otherwise agreed)

 5. Sharing Your Information

  • We do not sell or trade personal information.
  • We may share information with trusted service providers (e.g., printers, website
  • hosts, or email platforms) only for Society-related purposes.
  • Personal data will not be shared with third parties for marketing.

6. Data Storage and Security

  • Membership information is stored securely (electronically and/or in paper form) and only accessible to committee members who need it.
  • Reasonable measures are taken to protect against loss, misuse, or unauthorised access.

7. Data Retention

  • Membership records are kept while you are an active member and for up to 2 years after your membership ends (unless a longer period is legally required).
  • Financial records are kept for 7 years in line with HMRC requirements.

8. Your Rights

Under data protection law, you have the right to:

  • Request access to the information we hold about you
  • Ask us to correct or update your details
  • Request deletion of your personal data (where appropriate)
  • Withdraw consent (where consent is the legal basis for processing)
  • Complain to the Information Commissioner’s Office (ICO) if you believe your rights have been breached

9. Photography and Artwork

  • We may take photographs at events or exhibitions. If you do not wish to appear in photographs, please let us know.
  • Images of members’ artwork may be used for publicity with the artist’s permission.

10. Contact Us

For questions about this policy or your data, please contact the Society at: beccles.bsa.artists@hotmail.com