Privacy Policy

Royal Watercolour Society

Data Privacy Policy

November 2024

This Data Privacy Policy details how the Royal Watercolour Society collects and processes the personal information provided to us. This may be in person, online, via phone, email, or any other form of correspondence.

Your personal data is kept in accordance with the General Data Protection Regulation (GDPR).

Who We Are

The Royal Watercolour Society (RWS) is a registered educational charity (number 258348) whose charitable aims are the advancement of education and the improvement of public taste in art by the encouragement of watercolour painting.

The members of the Society support and contribute to the work, through exhibitions, workshops and educational events. The Society's art collections and archives are maintained and made available as a resource for artists, scholars and a worldwide public.

The Data We Collect

We may collect data from you when you engage with us, whether it be by making a purchase, entering the RWS Open or another relevant open submission exhibition, subscribing to our emailing list, booking a ticket to a workshop, expressing an interest in an activity in order to be contacted further about such activity, apply to become an elected member, enquire about activities or services, engage with our social media, make a donation, register for further news on an event, hire our gallery space or otherwise provide personal information to us that enables us to enhance your experience with us.

Information we collect may be data such as your name, address, email, phone number, age and/or date of birth, credit/debit card details when a purchase or booking is made. If you make a donation we will ask if you are a UK tax payer for the purpose of claiming for gift aid on your donation.

Any financial details we collect such as credit/debit card details will be processed securely using the third party platforms Stripe and SumUp. This type of data will not be kept any longer than is necessary in relation to the transaction.

We may also keep data to enhance your experience with us including whether you have attended an event with us previously, whether you have applied for membership, whether you have submitted work to the RWS Open, whether you have purchased an artwork from us previously, or any other previous engagement you may have had with us. We may also ask for your preferences regarding the information you receive from us so that we can tailor our correspondence to your interests.

The RWS works closely with Bankside Gallery and is predominantly based there. In order to effectively and efficiently deliver exhibitions and events at Bankside Gallery we may share relevant data relating to said exhibitions and events with Bankside Gallery. Bankside Gallery’s Privacy Policy can be found at https://www.banksidegallery.com/privacypolicy/

We will not share or sell data with any third party aside from those required for the effective delivery of the RWS’s activities.

How We Use Your Data

We may use your data for a number of purposes including:

To provide you with information, services or products you have requested from us. For instance this may include information about our exhibition and event programme, fulfilling the sale of an artwork you have purchased from us, contacting you in relation to an event you have booked onto.
To provide marketing information relating to our exhibitions, events, services, and activities where you have given your permission to be emailed and/or have shown a legitimate interest in one of our activities and may be interested in something similar we may offer.
To contact you via email, phone or post in relation to an exhibition, event, service or activity you have shown a legitimate interest in or have booked and have provided your contact details.
To communicate with you regarding a donation you have made to us.
To invite you to participate in surveys relating to events or exhibitions you have attended or expressed an interest in.
Where it has been authorised by law.
To prevent and protect against money laundering.

How We Store Data

Any data we collect from you or that you provide to us will be stored in one or several of the following:

Our Sharepoint database
Our Artlogic website
Our Mailchimp emailing list
Our Stripe and SumUp payment systems

On occasion we may export contact data from one storage service to another for the purpose of keeping data secure or adding details to our emailing list. Any exported files used for this purpose will be promptly and securely deleted after use.

We will take all reasonable steps to ensure that your data is kept secure, including encryption, network level protection, strong password policies and dual authentication.

How Long Will We Store Your Data

We keep your personal data for as long as required to operate the service we are providing to you or for record keeping purposes and in accordance with legal requirements and tax and accounting rules.

If we have not heard from you or you have not engaged with us for a period of two years and we do not need to keep your personal data for record keeping, legal or business reasons, we will delete or suppress your personal information. We will ensure this is done in a secure manner.

If you have told us that you do not want to hear from us at all or by a particular channel, we will hold the minimum amount of your personal data on a suppression list to ensure we comply with your request.

Your Rights With Your Data

If you would like us to stop contacting you or to change the way in which we contact you, you have the right to request these changes at any time.

You may opt out of email marketing by clicking the ‘unsubscribe’ link at the footer of any marketing email you receive from us. You can also do this by requesting to unsubscribe to info@royalwatercoloursociety.com.

If there are further ways in which you would like to request not to hear from us you can email this request to info@royalwatercoloursociety.com.

In the event of this we will not use your details to contact you but we may keep the minimum amount of your details on a suppression list to ensure we comply with your requests going forward.

If you would like to change or update the details we may hold on you please contact info@royalwatercoloursociety.com.

If you would like to request a copy of the information we hold on you please email info@royalwatercoloursociety.com.

Updates To This Privacy Policy

This privacy policy may be updated from time to time so please check it from time to time if you have concerns. Any significant changes to the policy will be communicated to you via the contact information you have provided, via a notice on our website, or via our email newsletter if you are subscribed.

By continuing to engage with us through our services and our website you will be deemed to have accepted such changes.

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Privacy Policy

Royal Watercolour Society

Data Privacy Policy

November 2024

This Data Privacy Policy details how the Royal Watercolour Society collects and processes the personal information provided to us. This may be in person, online, via phone, email, or any other form of correspondence.

Your personal data is kept in accordance with the General Data Protection Regulation (GDPR).

Who We Are

The Royal Watercolour Society (RWS) is a registered educational charity (number 258348) whose charitable aims are the advancement of education and the improvement of public taste in art by the encouragement of watercolour painting.

The members of the Society support and contribute to the work, through exhibitions, workshops and educational events. The Society's art collections and archives are maintained and made available as a resource for artists, scholars and a worldwide public.

The Data We Collect

Information we collect may be data such as your name, address, email, phone number, age and/or date of birth, credit/debit card details when a purchase or booking is made. If you make a donation we will ask if you are a UK tax payer for the purpose of claiming for gift aid on your donation.

Any financial details we collect such as credit/debit card details will be processed securely using the third party platforms Stripe and SumUp. This type of data will not be kept any longer than is necessary in relation to the transaction.

We will not share or sell data with any third party aside from those required for the effective delivery of the RWS’s activities.

How We Use Your Data

We may use your data for a number of purposes including:

To provide you with information, services or products you have requested from us. For instance this may include information about our exhibition and event programme, fulfilling the sale of an artwork you have purchased from us, contacting you in relation to an event you have booked onto.

To provide marketing information relating to our exhibitions, events, services, and activities where you have given your permission to be emailed and/or have shown a legitimate interest in one of our activities and may be interested in something similar we may offer.

To contact you via email, phone or post in relation to an exhibition, event, service or activity you have shown a legitimate interest in or have booked and have provided your contact details.

To communicate with you regarding a donation you have made to us.

To invite you to participate in surveys relating to events or exhibitions you have attended or expressed an interest in.

Where it has been authorised by law.

To prevent and protect against money laundering.

How We Store Data

Any data we collect from you or that you provide to us will be stored in one or several of the following:

Our Sharepoint database

Our Artlogic website

Our Mailchimp emailing list

Our Stripe and SumUp payment systems

On occasion we may export contact data from one storage service to another for the purpose of keeping data secure or adding details to our emailing list. Any exported files used for this purpose will be promptly and securely deleted after use.

We will take all reasonable steps to ensure that your data is kept secure, including encryption, network level protection, strong password policies and dual authentication.

How Long Will We Store Your Data

We keep your personal data for as long as required to operate the service we are providing to you or for record keeping purposes and in accordance with legal requirements and tax and accounting rules.

If we have not heard from you or you have not engaged with us for a period of two years and we do not need to keep your personal data for record keeping, legal or business reasons, we will delete or suppress your personal information. We will ensure this is done in a secure manner.

If you have told us that you do not want to hear from us at all or by a particular channel, we will hold the minimum amount of your personal data on a suppression list to ensure we comply with your request.

Your Rights With Your Data

If you would like us to stop contacting you or to change the way in which we contact you, you have the right to request these changes at any time.

You may opt out of email marketing by clicking the ‘unsubscribe’ link at the footer of any marketing email you receive from us. You can also do this by requesting to unsubscribe to info@royalwatercoloursociety.com.

If there are further ways in which you would like to request not to hear from us you can email this request to info@royalwatercoloursociety.com.

In the event of this we will not use your details to contact you but we may keep the minimum amount of your details on a suppression list to ensure we comply with your requests going forward.

If you would like to change or update the details we may hold on you please contact info@royalwatercoloursociety.com.

If you would like to request a copy of the information we hold on you please email info@royalwatercoloursociety.com.

Updates To This Privacy Policy

By continuing to engage with us through our services and our website you will be deemed to have accepted such changes.

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