PRIVACY POLICY


This Privacy Policy relates to Devon Guild of Craftsmen’s processing of data across the whole organisation. Data is collected on this website through your use of web forms and our newsletter sign ups and through this website’s use of cookies which is detailed in our Cookie Policy here. We process data in compliance with the General Data Protection Regulation (GDPR) which applies in the UK and across the EU from May 2018.

The privacy and data security of our visitors, members, stakeholders is important to us at the Devon Guild. Through our communications, events and activities we aim to build strong and meaningful relationships with our members and stakeholders. We carry out research to better understand our members’ and supporters’ relationship with the Guild and to help us identify their interests, needs, and potential for supporting the Guild.

In order to deliver these opportunities, services and products in a bespoke manner and to ensure each individual receives relevant information, The Devon Guild processes the personal data of our members and supporters. This helps to ensure that they are getting the most relevant and appropriate communications from the Guild for their interests and purposes. This also helps the Guild, where appropriate, to ask for their support with the things we believe they care about the most.

If anyone has any questions about how we process their personal data or if they wish to opt-out of certain types of processing or communications, they should contact the Guild’s Data Protection Officer by email at keith.bell@crafts.org.uk or by telephone at 01626 832223.

What Personal Information We Hold:

Depending on your relationship and interactions with Devon Guild of Craftsmen, the personal data we hold and process may include:
  • Current and previous contact details including name, address, phone number and email addresses
  • Communication preferences
  • Personal data provided for specific purposes (e.g. disability and dietary preferences when attending events)
  • Records of Devon Guild workshops, talks and events attended
  • Records of communications and interactions we’ve had with individuals
  • Records of financial transactions with Devon Guild including event payments, shop purchases, online shop purchases, donations, Friend and Membership payments, invoices, records of Members’ sales and Gift Aid declarations
  • For regular donors, Friends or Members paying via Direct Debit, details of Direct Debit instruction including bank account details
  • Contracts for Employees, Members and Exhibitors
  • Individuals’ employment information, or voluntary positions held
  • Interests – (e.g where visitors have stated an interest in a particular craft form or maker)
  • Cookie and Google Analytics Data
  • CCTV footage of visitors to the gallery.
  • In the case of Members and Exhibitors, biographical information, education history, craft specialism and history of craft practice
  • In cases where we believe an individual may be able to further the Guild’s strategic aims through providing support we may record a person’s ability and willingness to make donations, including our assessment of their capacity to give and whether particular donations or funding appeals may be of interest to them (this is assessed through publically available information)
  • An individual’s history of philanthropy and other giving, including donations to the Guild and/or other organisations and other support that you provide to the Guild.

How we collect and store this data:

In most cases the information we hold has been provided to us by you. For example, through filling in mailing forms on our website or on paper, while registering for an online account with our shop, filling in Membership applications and Friend subscription forms, providing us with financial information to complete transactions or by corresponding with us by telephone, letter, email, face-to-face or otherwise.
In some instances we may record information on you that we have collected from publicly available sources, such as targeted internet searches, and may search the following websites (either directly or using search engines) in order to obtain and maintain the accuracy of data we hold. Examples of such publically available sources include:
 
  • Companies House and other business-related resources for UK companies
  • Craft Council Directory and other Craft membership organisations
  • University websites, staff and lecturer directories.
  • Wikipedia
  • Charity Commission and other internet sources for not for profit organisations
  • LinkedIn, to check business details
  • Press sources (e.g. newspaper articles and databases) which may include media monitoring (e.g. Google alerts)
The information we get from other organisations may depend on your privacy settings on these websites. We recommend that these settings are checked regularly. 
As part of standard fundraising practice, if an individual is preparing to donate a significant gift to Devon Guild of Craftsmen we will carry out due diligence research to ensure that donations are consistent with our values.

Sensitive Personal Data:

In the case of employees, volunteers, exhibitors and members, the Guild asks for equality monitoring information including ethnic origin, any disabilities, sexuality, age and gender at the time of an application for a post, or exhibition contract. We do this in order to fulfil our duties as an equal opportunities employer, and the reporting requirements of the Arts Council England. This is defined as sensitive data. If an individual chooses to provide such data, they give consent for the Guild to use this data in an anonymous and aggregated form, for statistical purposes. These records are kept in strict confidence and will not be released to third parties without explicit consent.

How We Process Your Data:

The table below outlines how we use the information necessary to carry out Devon Guild of Craftsmen’s activities and our legal basis for processing data for these activities.

Outcome/Use

Processing required

Data to be processed

Conditions for processing

Evidence for lawful basis

Communications with our supporters and audiences.
(Including Annual brochure mailing, bi-annual newsletter mailing, PV invitations and monthly e-news and mailings related to membership and fundraising appeals)
Mail-merge of name and address details from database, upload of details to MailChimp, address details sent to mailing house Name, address details and email addresses Consent and/or legitimate interest  Evidence of date consent given, how and permitted communication channels. Where legitimate interests are used as a condition for processing we have carried out a balancing exercise which considers our need to process information against individual’s privacy rights.
Subscriptions for Friends and Members Reminder communications, using mail merge, records of payments using Excel and Direct Debits processed through banking software. In the case of online subscriptions Direct Debits processed by Charities Aid Foundation Name, address and contact details. In the case of those paying by Direct Debit, bank account details Contract Following agreed contract to process Friend donations and membership fees as requested by the individual and recorded in Membership and Friend application forms. 
Exhibition and Membership Contracts Agreement of terms of exhibitions, memberships and any resulting sales – including preferred method of payment for sales. Name, address, contact details and bank details Contract Necessary processing to fulfil contractual obligations requested by the individual. 
Research to support the Guild’s Strategic Goals Research using publically available sources to improve our understanding of our members, friends and potential exhibitors to identify people who may have the means of supporting the Guild at higher levels or contributing to relevant exhibition and education activities. A person’s ability and willingness to make donations, including our assessment of their capacity to give and history of philanthropic activities. In the case of exhibitions biographical information, education history, craft specialism and history of craft practice. Contract We have carried out a balancing exercise which considers our need to process information against individuals’ privacy rights.
Purchases and orders at the shop and online shop including event booking Card and cash payments taken, postal deliveries, confirmations, receipts. Details of customer orders processed through Cybertill software, order books and Hitachi Capital in the case of Own Art.  Name and address details and card payment details Legitimate Interests In order to fulfil contract of sale as requested by individual. Card transactions are carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).


Legitimate Interest Balancing Exercises are available on request from the Devon Guild Office.

Sharing with External Parties

Devon Guild of Craftsmen do not sell personal data to third parties or share it for any commercial purposes. We also will not permit third parties to sell on the data we have shared with them, under any circumstances. We will not usually share information with external parties, except in the following circumstances:
  • When you have given us permission to do so:
  • Where we are required to do so by law
  • To third parties engaged by the Devon Guild of Craftsmen as approved data processors to provide our services.
When transferring data to third-party processors, we make sure that data processing agreements are in place. If non-European Economic Area data processors are used, we will ensure that appropriate privacy safeguards are in place.

Security Measures

We take the security of data very seriously and have measures in place to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
Data we collect is regularly reviewed and updated to ensure accuracy. As many of our supporters, members and exhibitors have a life-long relationship with the Guild data may be kept indefinitely. If data is no longer needed for the purpose it was collected it will be reviewed and either securely destroyed or kept for archival purposes due to future public interest in the Guild as an important community organisation. 

Subject access requests

All individuals who are the subject of data held by the Devon Guild are entitled to:
  • Ask what information the Charity holds about them and why
  • Ask how to gain access to it
  • Be informed how to keep it up to date
  • Be informed how the Charity is meeting its data protection obligations
Subject Access Requests should be submitted by email to Devon Guild. On receipt of a Subject Access Request the Devon Guild will respond within 30 days of the request being made.

The right to be forgotten

In certain circumstances, subjects have the right to be deleted from our database.
Requests to have data deleted from our records should be submitted electronically to the Data Protection Officer. He will ensure that the relevant personal data is removed from all Devon Guild electronic storage systems, and that any relevant hard copy files are either redacted or destroyed.

Changes to our Privacy Policy

We regularly review our privacy policy. This privacy statement was last updated in May 2018. We will publish on our website any changes we make to this privacy statement and notify you by other communication channels where appropriate.

 


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