Copyright: Lytham St Annes Art Society

Registered Charity No. 513961

General Data Protection Privacy Policy

Pursuant to duties imposed on the society by:  The General Data Protection Regulations.

The Membership Secretary receives an application form for a prospective new member, This lists the name, address, telephone number and e-mail address of the applicant.  The membership secretary advises the Society of the applicants name and address, together with the names of their proposer and seconder (who are already Society members) in their report to the next available committee meeting.  If the prospective member is accepted then the Membership Secretary will add their details to his/her database and advise the Secretary of the new member’s name, address and e-mail address.

The Secretary needs to arrange for newsletters and other Society information to be sent to the members to advise them of what activities are taking place or are due to take place in the future.  Additionally members need to be informed of changes in the Society rules and constitution from time to time.  In order to manage this essential communication process the secretary has a Microsoft Outlook e-mail account with each member with an e-mail address on its database.  Additionally the members of the committee; more frequently need to receive correspondence from the Secretary and this is done from the e-mail database.  Those members not on e-mail will need the information to be posted to them and the Secretary and named member use the members database to address envelopes which are used to post the information which cannot be e-mailed or where the member does not have e-mail.

A member leaves LSAAS by either, failure to pay subscriptions or by resigning.  The Hon Membership Secretary advises the committee of the names and requests each member with responsibility for a data base to promptly remove the ex-member from their database.  This is recorded as an action in the minutes and followed up as completed at subsequent committee meetings. Trustee Declaration forms are retained however.

A member asks the Membership Secretary for the address and/or telephone number and or e-mail address of another members in order to contact them.  The Membership Secretary will advise the enquirer that He/she may not divulge that information due to data protection requirements.

Lytham St Annes Art Society (the Society) which is a registered charity, holds data appertaining to its members.  This data is limited to:

Data held by Hon Membership Secretary:   Names, addresses, telephone numbers and e-mail addresses, where applicable of all members of the Society.  This post holder will hold the post of Lytham St Annes Art Society Data Manager.

Data held by Hon Secretary:  Microsoft Outlook e mail account containing:  Names and e-mail addresses of all members of the Society who have an e-mail address.  Plus hard copy of the Outlook ‘People’ listing to be held securely in case of failure of the e-mail account.

Data held by Hon Treasurer:  Information required to be able to pay suppliers for purchases or services rendered, this includes companies and individuals who provide a paid service to the Society.  This information will be securely held so as to be available for audit purposes, but only for so long as is necessary.  It will not be transmitted to anyone outside the society.

Data held by the Charity Commission Contact on behalf of the trustees.  He/she holds the original documents (Trustee Declaration Forms) completed by individual members of the Committee for their registration with the Charities Commission.  These documents are held in a secure container in the studio library for 6 years after the member ceases to be a trustee irrespective of their membership status. Additional data held for trustees includes their titles, dates of birth, National Insurance numbers, professional status, and other information which trustees may voluntarily submit to support their fitness to serve as a trustee. Some of these data are shared online with the Charity Commission, but only trustees’ names are available to the public on the Charity Commission website.

Data held by Named Member:  This member is responsible for producing address labels for correspondence to members as shown below.  He holds a database containing names and addresses of those members who do not have e-mail addresses and a database of all members of the Society.  (Used to print addresses for (a) correspondence to those society members who do not have an e-mail address to permit necessary documents to be sent out, such as newsletters etc.  (b) Database of all members names and address to ensure that documents which cannot be e-mailed are able to be sent by post.

Some of the officers above may have a deputy who will have access to the databases and be bound by the same rules on disclosure.  Details of the deputies are held on a list on the studio notice board and are detailed on the membership and studio activity card produced annually and circulated to all members.

The membership and studio activity card referred to above holds the names, telephone numbers and addresses (where applicable) of the committee members and other officers who manage activities within the Society.  This is to enable all members to be able to communicate with these people in order to correctly manage the activities of the Society.

Telephone contact details of workshop members.  A book is held to record attendance at workshops.  This is partly to permit the workshop leaders to pay the correct percentage of attendance monies to the Hon Treasurer.  However in order to manage the workshops the leaders may need the contact phone numbers for the individual workshop members.  These details are only for use as part of the business of the Society and members may opt out of providing these details by raising the matter with the individual group leaders.

POLICY STATEMENT.  Lytham St Annes Art Society only holds the minimum data set on its members in order to correctly and properly administer the business of the society, as a registered charity.  The data is held securely by those officers listed above, either on password protected computers or hard copy in locked, secure cabinets at the officer’s homes or the Society Studio premises on Haven Road, Lytham St Annes.  The data will not be shared with any organisation or person without the express permission of the member to whom the data refers to.  The data will not under any circumstances be sold or otherwise distributed.

Internal society data sharing is necessary between those officers listed above and other Society officers on a day to day basis in order to administer the business of the society and those officers are bound by the rules within this policy.

The term personal data means information that relates to the members, suppliers and others who perform a service to the Society.  This data allows us to recognise the member and communicate with them other than face to face.  No other data is necessary and the Society will not collect any other data on members.  The Society has no interest in the gender, ethnicity, skin colour, sexual orientation, religion or disability and will not collect or record this type of data.  Disability may be recorded by the Hon Membership Secretary where the member requires and has requested support of any kind to access the Studio facilities.  

During exhibitions the name of the artist who has provided the exhibit will be displayed on the catalogue, the artist’s telephone number and address will be held on the blue card which was completed by the artist prior to handing in.  The provision of a contact phone number to permit the exhibition coordinator and sitters to contact the artist is implied permission for that contact phone number to be used for legitimate purposes concerned with the display and sale of the work. The provision of the address is to enable the Treasurer to forward payment to the artist in the event of a sale. Submission of exhibits without this information will be rejected by the exhibition organisers. Blue cards (other than those which are sold during the exhibition) are to be destroyed by the exhibition coordinator and the Treasurer immediately after the exhibition ends. The Society accepts no responsibility for personal information that the artist may display on their exhibit, other than the blue card.   Blue cards from those works which have been sold will be retained securely by the Hon Treasurer until they have no further use for them at which point they will be destroyed.

Telephone numbers on the sitters list for an exhibition are required to enable a sitter to be contacted by another sitter should they not turn up, or where some reorganisation of the sitters’ rota is needed. The sitters list must be destroyed by the exhibition coordinator immediately after the closure of the exhibition.  

E-mails sent from the Society’s email account to more than one member, e.g. distribution of the e-copy of the newsletter, must be addressed to members only as blind copies, i.e. “bcc”.

Members may at any time withdraw their permission for the Society to contact them by e-mail, post or telephone by notifying the Hon Membership Secretary. However in such circumstances there will be no communication between the Society and the member concerned other than verbal, face to face communication.  This may render their membership unviable.

In the event of a known or suspected data leak, the person concerned should in the first instance contact the Hon Membership Secretary who will instigate an investigation.  If the leak appertains to e-mail, the Society member with responsibility for administering the Society web page and e-mail account should be involved as soon as possible.

If any member wishes to know details of the data held on them by the Society then in the first instance they should contact the Hon Membership Secretary who will provide them with the necessary information.

Data is held on a strictly Need to Know basis and all members are required to adhere to this principle.  Only data which is strictly necessary in the pursuance of the Society activities as a registered charity may be held.

Where information needs to be published on the Society Facebook or Website pages then it should not include any details of members addresses, phone numbers or e-mail addresses unless the member concerned has specifically agreed in writing to this information being published.  A record of all such agreements will be held by the Hon Membership Secretary.

Data that is no longer relevant, for example ex Society members will be promptly deleted from all databases held by the Society. Data for ex-trustees may be retained for longer.

Examples of how data may be shared within the LSAAS.