Aberdeen Artists Society

Privacy Policy

Who we are

Our website address is: https://aberdeenartistssociety.co.uk.

Aberdeen Artists Society understand that your privacy is important to you and we respect and value the privacy of everyone who visits our website at https://aberdeenartistssociety.co.uk (“our Site”) and will only collect and use personal data in ways that are described here, and in a manner that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy and ensure that you understand it. Your acceptance of our Privacy Policy is deemed to occur upon your first use of our Site. If you do not accept and agree with this Privacy Policy, you must stop using our Site immediately.

1. Definitions and Interpretation

In this Policy, the following terms shall have the following meanings:

Cookie” means a small text file placed on your computer or device by our Site when you visit certain parts of our Site and/or when you use certain features of our Site. Details of the Cookies used by our Site are set out in section 13, below;

Personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to us via our Site. This definition shall, where applicable, incorporate the definitions provided in the General Data Protection Regulation 2016/679 (“GDPR”); and

We/Us/Our” means Aberdeen Artists Society a member-led non-profit organisation representing artists in the North East of Scotland and as described in our Constitution.

2. Information About our website

We manage and operate our website to provide general information about Aberdeen Artists Society; to provide information about events and activities and to provide a resource for members of the society.

3. Applicability of this Privacy Policy

This Privacy Policy applies only to your use of our Site. Our Site may contain links to other websites. Please note that we provide such links for your convenience and for informational purposes only. We do not endorse or approve any of the products, services or opinions on such other websites. We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

4. Your Rights

You have the following rights under the GDPR, which this Policy and our use of personal data have been designed to uphold:

  1. The right to be informed about our collection and use of personal data;
  2. The right of access to personal data we hold about you (see section 12);
  3. The right to rectification if any personal data we hold about you is inaccurate or incomplete (please contact us using the details in section 15);
  4. The right to be forgotten – i.e. the right to ask us to delete any personal data we hold about you (we only hold your personal data for a limited time, as explained in section 8 but if you would like us to delete it sooner, please contact us using the details in section 15);
  5. The right to restrict (i.e. prevent) the processing of your personal data;
  6. The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
  7. The right to object to us using your personal data for particular purposes; and
  8. Rights with respect to automated decision making and profiling.

If you have any cause for complaint about our use of your personal data, please contact us using the details provided in section 15 and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens’ Advice Bureau.

5. The Data We Collect

Depending upon your use of our Site, we may collect some, or all of the following personal data (please also see section 13 on our use of Cookies):

  1. Name;
  2. Address;
  3. Contact information such as email addresses and telephone numbers;
  4. When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
  5. Uploaded media. If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Please note our Site may ask you for payment details, such as billing information or credit or debit card information, however all payments made via our Site will go through a third party payment processor such as Stripe Payments and as such, we will have no access to this data. A separate contractual relationship will be created between you and the payment processor on their terms and conditions and we cannot be held liable for any errors, actions, omissions or incorrect charges that may be made by them.

6. How We Use Your Data

ll personal data is processed, stored securely and for no longer than is necessary.
Specifically, we may use your data for the following purposes:

  1. Providing and managing your access to our Site;
  2. Personalising and tailoring your experience on our Site;
  3. Replying to emails from you;
  4. Supplying you with emails that you have opted into, for example our newsletter (you may unsubscribe using the link at the bottom of each email and/or you may opt-out at any time by emailing us directly);
  5. Sending membership subscription reminders;
  6. Analysing your use of our Site to enable us to improve our Site and your user experience.

Third parties whose content appears on our Site may use third party Cookies, as detailed below in section 14. Please note that we do not control the activities of such third parties, nor the data they collect and use, and we advise you to check the privacy policies of any such third parties.

You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.

We do not keep your personal data for any longer than is necessary in regard to the reason(s) for which it was first collected (see section 8).

7. How Do We Store Your Data?

Data security is very important and to protect your data we take suitable measures to safeguard and secure data collected through our Site.

8. How Long We Retain Your Data?

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

For inactive accounts we will retain information for a maximum of six years.

9. Who We Share Your Data With

We will not share your data with any other party except to check visitor comments through an automated spam checker.

We may compile statistics about the use of our Site including data on traffic, usage patterns, user numbers and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. Data will only be shared and used within the bounds of the law.

In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example where we are complying with legal requirements, a court order, or a governmental authority.

10. How you control your data

In addition to your rights under the GDPR, set out in section 4, when you submit personal data to us via email or via our Site, you may be given options to restrict our use of your data. You may opt-out of receiving emails from us by unsubscribing using the links provided in our emails or by contacting us as described in section 15.

11. Your Right to Withhold Information

You may access certain areas of our Site without providing any data at all. However, to use all features and functions available on our Site you may be required to submit or allow for the collection of certain data.

12. Access To Your Data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.

You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

13. Use of Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

14. Embedded Content From Other Websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the same way as if you have visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

15. Contacting Us

If you have any questions about our Site or this Privacy Policy, please contact us by email at info@aberdeenartistssociety.co.uk.

16. Changes to Our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site following the alterations.