On 31 December 2020, the United Kingdom separated from the European Union and the EU General Data Protection Regulation (EU GDPR) merged with UK data protection laws to form the UK GDPR. This document replaces the WAHG Data Protection Policy issued on 25 May 2018.
During the administration of its programmes of events, WAHG gathers personal data from our members, waiting list applicants, speakers and guides. This policy outlines WAHG’s responsibilities for handling data from these sources, the ways in which we safeguard the privacy of personal data and the individual’s rights under the UK GDPR.
WAHG Roles and Responsibilities
The handling of personal data is restricted to designated WAHG Management Committee members and key volunteers who need access to the data in order to carry out their duties. The WAHG Membership Secretary (firstname.lastname@example.org) is the first point of contact for any questions relating to Data Protection.
WAHG Data Protection Principles
- We only collect and hold essential data which is supplied by you and which we need to operate. This includes title, name, postal address, email address and telephone number(s)
- Personal data is used solely in the administration of our society and programmes of events, and in communicating with you for these purposes
- All digital data files and paper documents are stored with appropriate security
- Data will be retained for no longer than 12 months after a member’s involvement with WAHG has ceased. Personal data from other sources will be retained only for as long as is necessary
- WAHG does not disclose personal data to any third party, except with your explicit consent
- We do not transfer personal data to countries outside the European Economic Area (EEC)
Online Service Providers and Website Links
WAHG uses the US-based service provider Zoom to produce online seminar programmes. Members need to register for a free Zoom account and download their software prior to attending an online WAHG meeting.
Please be aware that by clicking on the Zoom link to join a WAHG meeting you are allowing Zoom to gather your personal information. Please read the Zoom Privacy Statement (https://zoom.us/privacy) for information on how Zoom processes and uses your data. WAHG makes every effort to ensure that our Zoom meetings are secure. Only members and guest speakers have access to our meetings and we use personal data only to monitor meeting attendance. In the event that WAHG records a Zoom seminar, we will inform all participants in advance and state where the recording will be stored and for how long it will be available.
In addition, the WAHG website www.wahg.org.uk provides links to art institution and art historian websites which may be of interest to our members. This privacy notice does not cover how these organisations process your personal information. You are encouraged to read the data protection notices on these and any other websites you visit.
Your rights under the UK General Data Protection Regulation (UK GDPR)
We process personal data in accordance with individuals’ rights under the UK GDPR.
You may contact WAHG (email@example.com) at any time to check what personal data we hold and how we use it. You are entitled to:
- Obtain a copy of your personal data to check its accuracy and relevance
- Update or amend your personal data at any time
- Change your consent and your preferred method of communication
- Be informed of any breach in data security i.e. data loss or unauthorised data usage
- Request that personal data is erased from our records
- Complain about how your personal data is being used
If you consider that your data is being handled incorrectly, you may also complain to the UK Information Commissioner’s Office (Ico). Visit www.ico.org.uk for details on how to do this.