Privacy Policy
Last updated: 27 August 2025
At Carshalton & Wallington Art Group (CandWAG), we are committed to protecting your privacy and personal data. This policy explains how we collect, use, and safeguard your information when you visit our website or engage with our community.
1. Information We Collect
Personal Information:
- Contact details (name, email address, phone number) when you enquire about membership
- Artwork submissions and images for gallery displays or exhibitions
- Communication preferences and feedback
- Payment information for membership fees (processed securely through third parties)
Technical Information:
- IP address and browser information
- Website usage analytics through cookies
- Device and connection information
2. How We Use Your Information
We use your personal data for the following purposes:
- Membership Services: Processing membership applications and maintaining member records
- Communication: Responding to enquiries, sending newsletters, and event notifications
- Community Features: Displaying artwork in our online gallery with your consent
- Site Improvement: Analytics to understand how our website is used and improve user experience
- Legal Compliance: Meeting our obligations as a community organisation
3. Legal Basis for Processing
We process your personal data under the following legal bases:
- Consent: When you voluntarily provide information or agree to communications
- Legitimate Interest: For membership administration and community management
- Contract: To fulfil membership obligations and services
4. Data Retention
We retain your personal data only as long as necessary:
- Contact enquiries: Deleted after 12 months unless you become a member
- Member records: Retained during membership and for 3 years after leaving
- Artwork submissions: Retained with your ongoing consent, removable upon request
- Analytics data: Anonymised after 26 months
5. Data Sharing
We do not sell or share your personal data with third parties, except:
- Service Providers: Trusted partners who help us operate our website and services
- Demonstration Partners: Artists or tutors with your explicit consent for workshops
- Legal Requirements: When required by law or to protect our legitimate interests
- Exhibition Partners: Venues displaying CandWAG member artwork with your consent
6. Cookies and Analytics
Our website uses cookies to:
- Essential Cookies: Enable basic website functionality
- Analytics Cookies: Understand how visitors use our site to improve user experience
- Preference Cookies: Remember your settings and preferences
You can control cookie preferences through your browser settings, though disabling some cookies may affect site functionality.
7. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate or incomplete information
- Erasure: Request deletion of your personal data
- Portability: Receive your data in a structured, machine-readable format
- Object: Opt out of certain processing activities
- Restrict: Limit how we process your data
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
9. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any significant changes by posting the new policy on our website and updating the "last updated" date above.
10. Contact Us
For any questions about this privacy policy or to exercise your data protection rights, please contact us:
Data Protection Contact:
Email: dataprotection@candwag.co.uk
General Enquiries: RochelleMarion@outlook.com
Post: CandWAG Data Protection, Holmwood Hall, Holmwood Gardens, Wallington, Surrey SM6 0EU
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk