OH Art Gallery is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Law (GDPR) and any subsequent UK .
This Policy sets out why we collect personal data about individuals and how we use this information. It explains the legal basis for this and the rights you have regarding how to use your information.
This Policy applies to OH Art Gallery Ltd with respect to the collection and use of the information you provide to us. We may change this Policy from time to time. If we make any material changes we will post it on our website (ohartgallery.co,uk) or we will contact you directly with this information. Please check this page from time to time to ensure you accept any changes.
If you have any questions about this Policy or about your personal data, please contact our at or by post to OH Art Gallery Ltd
What personal data do we collect
The type and amount of information we collect depends on why you share it. The information we collect typically includes your name, email address, postal address and telephone number, and company name for inquiries about exhibitions and events. If you are a supporter, for example by joining our "new ideas" program, by making a donation or by signing up for an event, in addition to asking for your name and contact information (full address, email address and telephone number), we may also ask for details such as date of birth, although you are not required to provide it.
If you use a credit or debit card to make a purchase or donation on our website, we will ensure that it is done in a secure manner and in line with the payment industry's data security standard. Your card details are securely handled by third party payment gateways and we cannot receive, access or store your card details.
If you are a scholarship holder or a candidate for membership, the information you are asked for is as stated in your application and is necessary for the purposes of our processing of your application.
How We Collect Information
We may collect information from you each time you contact us or cooperate with us. For example, when:
submit works to our Open Exhibitions
order goods from us
donate to us or raise funds for us
register as a friend of oh art gallery
ask about our artists, activities or services
subscribe to receive information about our activities (online or in print)
post content on our website or social media channels
report to us as a volunteer
attend a meeting with us and give us information
book tickets for our events or participate in them
contact us in any way, including via the Internet, email, telephone, SMS, social media or post
join the competition
register your interest in becoming an artist member
Where we collect information from
We collect information:
From you when you provide it to us directly: You can provide your details when you ask us for information or make an inquiry, make a donation, volunteer, participate in our events, subscribe to our mailing list, order goods from us or contact us with us for any other reason.
When you have given permission to other organizations to share it: Your data may be transferred to us by other organizations if you have given your consent. This could be, for example, a charity working with us or when you are purchasing a product or service from a third party organization. The information we receive from other organizations depends on your settings or the responses you give them.
When it is available on social media: Depending on your settings or the privacy policies applying for social media and messaging services you use, like Facebook, Instagram or Twitter, and only within the context of the services we offer, you might give us permission to access information from those accounts or services. We won’t share this information.
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to the processing of your data. These may include: providing you with the information or services you have asked for processing donations you make, including processing for Gift Aid purposes organising volunteering activity you have told us you want to be involved in and in relation to the fundraising for us you are involved in sending you email communications, with your consent, that may be of interest - using data we have transferred to MailChimp, including marketing information about our services and activities, campaigns and appeals asking for donations and other fundraising activities and promotions for which we seek support when necessary for carrying out your obligations under any contract between us, including sale of goodsseeking your views on the services or activities we carry on so that we can make improvements maintaining our organisational records and ensuring we know how you prefer to be contacted analysing the operation of our website and analysing your website behaviour to improve the website and its usefulness processing scholarship or membership applications.
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
Where you have provided information to us for the purposes of requesting information or requesting that we carry out a service for you, we will proceed on the basis that you have given consent to us using the information for that purpose, based on the way that you provided the information to us. You may withdraw consent at any time by emailing us at . This will not affect the lawfulness of processing your information prior to your withdrawal of consent being received and actioned.It is necessary for us to hold and use your information so that we can carry out our obligations under a contract entered into with you or to take the steps you ask us to prior to entering into a contract It is necessary to comply with our legal obligations.
Where legitimate interest applies, i.e. where we may use your data in ways you would reasonably expect and which have a minimal privacy impact, or where there is a compelling justification for the processing. For example, we might send you a catalogue in the post if you have provided us with your postal address.
If you want to contact us about your marketing preferences, please email .
How we keep your information safe
We understand the importance of security of your personal information and take appropriate steps to safeguard it.
All personal data is stored securely in GDPR-compliant cloud-based applications such as Zoho, GoCardless, Stripe, Google Drive and Mailchimp. For financial or technical reasons, the information you provide to us may be transferred to countries outside the European Economic Area (EEA), which are not subject to the same data protection regulations as apply in the UK. We meet our obligations under GDPR by ensuring that the information has equivalent protection as if it were being held within the EEA. We do this by ensuring that any third parties processing your data outside the EEA either benefits from an adequacy determination for GDPR purposes and/or, where appropriate, we have entered into a Data Processing Agreement which contains model EU clauses.We always ensure only authorised persons have access to your information, which means only our committee and contractors, and that everyone who has access is trained appropriately to manage your information.
No data transmission over the internet can however be guaranteed to be 100% secure. So, while we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
Who has access to your information?
Third parties who provide services for us, for example, MailChimp by sending mailings. We select our third-party service providers with care, and based on their compliance with data laws. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do.
Where necessary to complete a transaction or provide a service you have requested, we will need to pass on your details to third-parties. For example, when purchasing artwork from our online shop, we will need to pass on your name and address to the artist so that they can arrange delivery of the work to you. They, in turn, might need to provide your details to a courier company. We will only provide the minimum amount of information necessary.
Third parties if we run an event in conjunction with them.
Analytics and search engine providers that help us to improve our website and its use.
Third parties in connection with restructuring or reorganisation of our operations, for example, if we merge with another charity. In such event we will take steps to ensure your privacy rights will be protected by the third party.
We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.
Other than this, we will not share your information with other organisations without your consent.
Keeping your information up to date
We would appreciate if you let us know when your contact details change. You can do so by contacting us at
Our use of “cookies”
“Cookies” are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. They are stored on your hard drive to allow our website to recognise you when you visit.
This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Analytics page.
We appreciate that our supporters are of all ages. Where appropriate, we will ask for consent from a parent or guardian to collect information about children (under 16s).
How long we keep your information for
We will hold your personal information for as long as it is necessary for the relevant activity. By way of example, we hold records of donations you make for at least six years so we can fulfil our statutory obligations for tax purposes.
Where we rely on legitimate interest or contract as our lawful basis for processing your data, our retention period is 26 months, i.e. we will delete your data after 26 months if we have not engaged with you (or you with us) in that time period.
Where we rely on your consent to contact you for direct marketing purposes, we will treat your consent as lasting for as long as it is reasonable to do so.
If you ask us to stop contacting you with marketing or fundraising materials, we may keep a record of your contact details and limited information needed to ensure we comply with your request.
You have the right to request details of the processing activities that we carry out with your personal information through making a Subject Access Request. More details about how to make a request, and the procedure to be followed, can be found in our Data Protection Policy below. To make a request contact us at
You also have the following rights:
the right to request rectification of information that is inaccurate or out of date;
the right to erasure of your information (known as the “right to be forgotten”);
the right to restrict the way in which we are dealing with and using your information;
the right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “right to portability”); and rights in relation to automated decision-making and profiling, including profiling for marketing purposes.
All of these rights are subject to certain safeguards and limits or exemptions, further details of which can be found in our Data Protection Policy. To exercise any of these rights, you should contact us at .
This Policy may be changed from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information.
Do please check this Policy each time you consider giving your personal information to us.
This Policy was last updated in May 2019