privacy policy

Privacy PolicyLast updated: 23 September 2026

The Vale of Evesham Art Society (“the Society”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal information you provide to us.

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This Privacy Policy explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your personal information.

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1. who we are

The Vale of Evesham Art Society is a voluntary art society operating in the Vale of Evesham.

If you have any questions about this Privacy Policy or how we use your personal information, please contact us through our Contact page.

The Society has members and volunteers who help administer different aspects of Society activities, including membership, finance, communications, social media and the website.

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2. personal information we collect

Depending on how you interact with the Society, we may collect:

• Your name

• Email address

• Telephone number

• Postal address, where required

• Membership information

• Workshop and event booking information

• Payment and transaction information

• Information provided when you contact the Society

• Information needed to administer exhibitions and artwork entries

• Photographs and video recordings taken at Society events

• Images and information relating to artwork submitted for Society exhibitions

• Information relating to your preferences for receiving Society communications

• Technical information about your use of our website, including information collected through cookies and analytics tools

 

We only collect information that is reasonably necessary for the purposes described in this Privacy Policy.

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3. how we collect information

We may collect information:

• Directly from you when you become a member

• When you book a workshop or event

• When you make a payment

• When you contact the Society

• When you submit artwork for an exhibition

• When you register for or attend a Society event

• When you subscribe to Society communications

• Through our website

• Through third-party services used by the Society, such as Wix, Eventbrite, SumUp and Google Analytics

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4. how we use your information

We may use your personal information to:

• Process and administer Society membership

• Maintain membership records

• Communicate with members about Society activities

• Organise meetings, workshops and exhibitions

• Process workshop and event bookings

• Process membership and workshop payments

• Respond to enquiries

• Administer the Annual Exhibition

• Communicate important information relating to your membership

• Send members information about Society activities, meetings, workshops, exhibitions and other relevant Society news

• Promote the Society and its activities

• Maintain appropriate Society records

• Understand how visitors use our website and improve the website

• Meet legal, accounting or other regulatory requirements where applicable

 

We will not use your personal information for unrelated purposes without an appropriate lawful basis.

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5. our lawful basis for processing

 

Data protection law requires us to have a lawful basis for using personal information.

 

Depending on the circumstances, the Society may rely on:

 

Contract – where processing is necessary to administer your membership or provide a service you have requested, such as a workshop booking.

 

Legitimate interests – where processing is reasonably necessary for the administration and operation of the Society, provided that our interests are not overridden by your rights and freedoms.

 

Consent – where we ask for your specific permission to use your information for a particular purpose.

 

Legal obligation – where we need to process or retain information to comply with a legal, accounting or regulatory requirement.

 

Different lawful bases may apply to different types of processing.

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6. membership communications and promotional emails

 

The Society sends emails to members about meetings, demonstrations, workshops, exhibitions and other Society activities.

 

Some communications may include promotional information about Society events and activities.

 

You may object to receiving direct marketing communications at any time. Where applicable, emails will provide a simple way to opt out, or you can contact the Society through our Contact page.

 

Objecting to promotional communications will not prevent us from sending essential administrative communications relating to your membership, bookings or other services you have requested.

 

The Society does not sell or rent its membership email list to third parties.

 

Electronic marketing is subject to both data protection law and the Privacy and Electronic Communications Regulations (PECR).

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7. our website

Our website is operated using Wix.

 

Wix may process information relating to visitors to our website and people who use website functions such as contact forms, bookings or payments.

 

We use Wix to provide and administer website services and, where applicable, online bookings and payments.

 

Wix's own privacy terms may also apply to information it processes.

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8. google analytics

We use Google Analytics to help us understand how visitors use our website.

 

Google Analytics may collect information such as:

• How visitors arrive at our website

• Which pages are visited

• How long visitors spend on the website

• General information about the device and browser being used

• Approximate geographic information

• Other website usage information

 

We use this information to understand website usage and improve the Society's website.

Non-essential analytics cookies or similar technologies will only be used where the required consent has been obtained.

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9. cookies

Our website uses cookies and similar technologies.

 

Some cookies are necessary for the website to operate correctly. Other cookies, including analytics cookies, may be used to understand how visitors use the website.

 

Where required, we will ask for consent before using non-essential cookies.

 

You can manage your cookie preferences through the controls provided on our website and can also control cookies through your browser settings.

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10. eventbrite

The Society may occasionally use Eventbrite to advertise or manage events and bookings.

Eventbrite may collect and process information necessary to provide its service and process your booking.

Eventbrite's own privacy terms may also apply to information it processes.

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11. payments

The Society may receive membership, workshop or event payments through:

• Wix

• SumUp

• Direct payment into the Society's bank account

 

Where you make a payment through Wix or SumUp, those organisations may process personal and payment information in accordance with their own privacy policies and terms.

 

The Society does not normally have access to full payment card details.

 

Where payment is made directly into the Society's bank account, we may retain information such as your name, payment amount, payment date and payment reference where necessary to identify and reconcile the payment.

 

Financial records will be retained for the period necessary to meet accounting and legal requirements.

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12. social media

The Society maintains social media accounts, including Facebook and Instagram, to promote the Society and its activities.

 

We may publish photographs, videos, artwork images and information about Society activities in accordance with our Membership Terms and Conditions and applicable data protection requirements.

 

When you interact with our social media accounts, Facebook or Instagram may also collect and process information about you according to their own privacy policies.

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13. photography and video

Photographs and video may be taken at Society meetings, workshops, exhibitions and other Society events.

 

These images may be used to promote the Society and its activities, including on:

• The Society website

• Facebook

• Instagram

• Eventbrite

• Exhibition and promotional materials

• Local news and tourism publications

 

Images may also be shared with relevant local news and tourism organisations where appropriate.

These may include:

• The Evesham Observer

• Broadway News

• Visit Worcestershire

• Visit Evesham

 

If you do not wish to be photographed or filmed, please contact the Society before attending an event. We will make reasonable efforts to respect your wishes.

Further information about photography and video is contained in our Membership Terms and Conditions.

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14. artwork and copyright

Members retain full copyright ownership of their original artwork.

 

When artwork is submitted for a Society exhibition, the Society may photograph the artwork and use images of it for promotional and publicity purposes.

This may include:

• The Society website

• Social media

• Exhibition catalogues and brochures

• Press releases

• Promotional material

• Promotional emails

• Local news and tourism publications

 

Where reasonably practicable, the artist will be credited when an image of their artwork is reproduced.

 

The Society does not acquire copyright ownership of members' artwork and does not have permission under these terms to sell, licence or commercially exploit the artwork itself.

Further information is provided in our Membership Terms and Conditions.

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15. who we share information with

We may share personal information where necessary for the operation and administration of the Society.

Depending on the circumstances, this may include:

• Wix

• Eventbrite

• SumUp

• Google and Google Analytics

• Facebook and Instagram

• Payment and banking providers

• Website and technology service providers

• Local news and tourism organisations, where appropriate

• Professional advisers where necessary

• Government, regulatory or law-enforcement bodies where legally required

 

We will only share information where there is an appropriate lawful basis for doing so.

 

We do not sell or rent members' personal information.

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16. how we protect your information

We take reasonable steps to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.

 

Access to personal information held by the Society is limited to Society volunteers or service providers who need the information to carry out legitimate Society activities.

 

Society volunteers who handle personal information are expected to keep that information confidential and use it only for legitimate Society purposes.

 

No method of storing or transmitting information electronically can be guaranteed to be completely secure.

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17. how long we keep your information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless we are required or permitted by law to retain it for longer.

For example:

• Membership information may be retained while you are a member and for a reasonable period afterwards for administrative and record-keeping purposes.

• Financial and payment records may be retained for the period necessary to meet accounting and legal requirements.

• Workshop and event booking information may be retained for administration and appropriate record keeping.

• Photographs and video will normally be retained for up to two years unless consent is withdrawn sooner or there is another legitimate reason for retaining them.

• Artwork images may be retained for as long as reasonably necessary for Society promotional and historical purposes.

 

When personal information is no longer required, we will take reasonable steps to securely delete or dispose of it.

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18. your data protection rights

Depending on the circumstances, you have rights under UK data protection law, including the right to:

• Ask what personal information we hold about you

• Request a copy of your personal information

• Ask us to correct inaccurate or incomplete information

• Ask us to delete personal information where there is no good reason for us to continue processing it

• Ask us to restrict how we use your information in certain circumstances

• Object to certain processing

• Object to direct marketing

• Withdraw consent where we rely on consent

• Make a complaint about how we use your personal information

 

These rights are subject to certain legal conditions and exemptions.

 

If you wish to exercise any of these rights, please contact us through our Contact page.

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19. Withdrawing consent

Where we rely on your consent to use personal information, you can withdraw that consent at any time.

 

Withdrawing consent does not affect the lawfulness of processing that took place before your consent was withdrawn.

 

If you wish to withdraw consent relating to photographs or video, please contact the Society and provide sufficient information to help us identify the relevant images where possible.

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20. personal data breaches

A personal data breach may include information being accidentally lost, disclosed to the wrong person, accessed without permission, altered without permission or destroyed.

 

The Society has an internal procedure for dealing with suspected personal data breaches.

 

Where a breach is likely to require notification to the Information Commissioner's Office, the Society will assess and report it in accordance with applicable data protection law. The ICO states that notifiable breaches should generally be reported without undue delay and, where feasible, within 72 hours of becoming aware of them.

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21. complaints

If you have concerns about the way we use your personal information, please contact the Society first so that we can try to resolve your concerns.

 

You also have the right to complain to the Information Commissioner's Office if you believe your personal information has been handled unlawfully or your data protection rights have not been respected.

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22. changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our activities, the services we use or changes in data protection law.

 

The latest version will be published on this page together with the date it was last updated.

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23. contact us

If you have questions about this Privacy Policy, your personal information or how the Society uses your information, please contact us through our Contact page.

 

The Society's internal administration of personal information is managed by authorised Society volunteers, including those responsible for membership, finance, communications, social media and the website.