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General Data Protection Regulations Policy

Coventry and Warwickshire Society of Artists are committed to protecting and respecting your privacy.  The General Data Protections Regulation (GDPR) is a ruling intended to protect the data of residents within the European Union and to provide people with a greater level of control over their personal data.  The GDPR covers any information that can be classified as personal details or that can be used to determine your identity, therefore the details the CWSA hold about you come under this category.  One example is publishing the addresses and/or contact details of artists in exhibition catalogues or other publications or websites without their informed and written consent.
The new regulation requires that we collect positive consent that is “freely given, specific, informed and unambiguous” to be compliant.  We therefore need you to confirm that you are happy for us to use your personal data.  I will send you a form by mail which you will receive during next week.  This must be completed by May 25th.  If you do not respond, that's fine, but I will have to remove you from our email communications database after 25 May 2018 and we will not be able to send you any further information.
CWSA Data Management Policy
The CWSA holds information about its members in an Excel spreadsheet for the following purposes:
  • To identify members and their entitlement to CWSA privileges
  • To provide information to obtain Public Liability Insurance via the Society for All Artists. (The SAA require an updated list of members names at least annually)
  • To enable the CWSA committee to communicate information about events and opportunities
The Membership Secretary (currently Tina Watkins) also holds paper records of your consent to this GDPR policy on behalf of the CWSA.
What personal data we hold on you
The Data held is as follows and is updated via your communication with the Membership Secretary;
  • Name
  • Membership type Hon, Paid, Beginner, Experienced
  • Artistic interest(s) – workshops / demonstration / exhibitions
  • Committee Interest
  • Website art display interest
  • Additional information – request no circulation of email address or phone number
The new information required will be;
  • Data Protection consent and date of compliance
  • Newsletter options – opt in or out
All future membership mailings will include details of how to “opt out” of future mailings.  The CWSA membership administrator alone can access your data, data holders can view the information for organisational purposes.  The administrator is the current Membership Secretary and data holders are the current committee members.  The administrator makes monthly back-up copies of the electronically held Membership data for security.  Expired membership details are retained for 14 months after leaving the club unless a member asks for them to be deleted.
Your rights under the General Data Protection Regulations are:
  • to be informed how your data is collected, stored and processed
  • of access to your data          (this is provided via your Membership Secretary)
  • to alteration of your data       (this is provided via your Membership Secretary
  • to erasure of data                 (this is provided via your Membership Secretary
  • to restrict processing            (you can change your “newsletter options”)
  • to data portability                  (this is provided via your Membership Secretary
  • to object in, certain cases, to the processing of your data, e.g. direct marketing    (the CWSA  does not do this)
  • Rights in relation to automated decision making       (The CWSA  does not do this)