How CandWAG Handles Personal Information

Who Is Responsible

Carshalton & Wallington Art Group is responsible for the personal information it uses for group administration. For privacy questions, contact the Membership Secretary at rochellemarion@outlook.com.

Information We May Hold

• Names, addresses, email addresses and telephone numbers.
• Membership status, subscription records, renewal dates and payment notes.
• Membership enquiries, application/visit notes and communication preferences.
• Artist profile information, public biography, artwork images and exhibition entries where members choose to provide them.
• Newsletter signup details, including the email address, consent record and signup source.
• Technical information needed to protect the website, such as rate-limiting records, browser details and security logs.

Why We Use It

• To manage membership, renewals, applications and group records.
• To arrange sessions, exhibitions, stewarding, sales records and group administration.
• To respond to enquiries and keep members informed about CandWAG matters.
• To publish artist profiles or exhibition information where a member has chosen to provide public content.
• To send occasional exhibition, event and group news to newsletter subscribers who have consented.
• To keep the website and private admin systems secure.

Our Lawful Bases

We use personal information only where we have a reason to do so. Depending on the situation, this may be because it is needed for membership administration, because CandWAG has a legitimate interest in running the group safely and effectively, because a person has given consent for newsletter emails or public profile content, or because records need to be kept for legal, accounting or governance reasons.

Who Can Access It

The private membership database is restricted to authorised CandWAG admin roles. Public artist/profile information is visible only where a member has chosen to provide information for public display. Exhibition records are available to the committee or volunteers who need them for the relevant exhibition work.

Sharing And Service Providers

We do not sell personal information or pass it to outside bodies for marketing. We may use trusted service providers for website hosting, database storage, email, security, banking or administration. The website is hosted on Cloudflare Pages and uses Cloudflare D1 for database-backed features. We may share limited information where required for normal group administration, exhibition operations, legal obligations or with a person's consent.

Retention

We keep personal information only for as long as it is needed for CandWAG purposes. Current member records are kept while membership is active. Basic former-member, exhibition, sales, finance or governance records may be kept for a reasonable period after the relevant activity. Newsletter records are kept until a person unsubscribes or asks us to remove them, unless we need to keep a limited suppression record to avoid sending further email.

Newsletter Emails

Newsletter signup is optional. We record consent when someone subscribes. Subscribers can unsubscribe at any time by emailing rochellemarion@outlook.com with "unsubscribe" in the message.

Your Rights

You can ask to see the personal information CandWAG holds about you, correct it, restrict how it is used, object to some uses, withdraw consent where consent is the basis, or ask for information to be deleted where CandWAG no longer needs to keep it. Some records may need to be retained for financial, legal or governance reasons.

Cookies And Third-Party Services

Our separate Cookies & Third-Party Services Notice explains the technologies used by the website.

Questions Or Complaints

Please contact the Membership Secretary first so CandWAG can try to resolve the issue. You can also complain to the Information Commissioner's Office if you are unhappy with how your personal information has been handled.