Privacy Policy

Last updated: 5 October 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, postal address) when you enquire about membership
  • Emergency contact information for safety during events and activities
  • Artwork submissions and images for gallery displays or exhibitions
  • Communication preferences and feedback
  • Payment information for membership fees (processed securely through third parties)
  • Photographs of you at events, workshops, and exhibitions (with consent)
  • Dietary requirements and accessibility needs for events

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
  • Event Management: Organizing workshops, exhibitions, and social activities
  • Safety & Emergency: Contacting emergency contacts if needed during activities
  • Promotional Materials: Creating exhibition catalogues, newsletters, and publicity materials
  • Member Directory: Sharing contact details with other members (opt-in only)
  • 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
  • Active member records: Retained during membership plus 2 years after leaving
  • Financial records: Retained for 7 years for tax and accounting purposes
  • Artwork submissions: Retained with your ongoing consent, removable upon request
  • Event photographs: Retained until consent is withdrawn
  • Communication preferences: Retained until updated or membership ends
  • 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
  • Member Directory: Contact details shared with other members only with your explicit opt-in consent
  • Exhibition Partners: Venues displaying CandWAG member artwork with your consent
  • Insurance Providers: For public liability coverage during events and exhibitions
  • Demonstration Partners: Artists or tutors with your explicit consent for workshops
  • Emergency Services: Emergency contact information if required for safety
  • Legal Requirements: When required by law or to protect our legitimate interests

Member Directory Opt-In

We offer an optional member directory where members can choose to share their contact details with other members. This is entirely opt-in and you can withdraw consent at any time.

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
  • Withdraw Consent: Remove consent for photography, member directory, or promotional use

How to Exercise Your Rights

To exercise any of these rights, contact us using the details in section 10. We will respond within one month and may ask for identification to verify your request.

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: RochelleMarion@outlook.com

Subject Line: "Data Protection Request"

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