RBSA Policies

1. Privacy Policy

Here at the RBSA and the RBSA Gallery we take your privacy seriously.  To protect your privacy we provide this notice to explain our information practices.

Registration with the Information Commissioner’s Office (ICO) and Data Protection Officer

The Royal Birmingham Society of Artists (RBSA) is registered with the Information Commissioner’s Office as a Data Controller under registration number Z6682218.  The Data Controller is the Royal Birmingham Society of Artists and the contact details for the Data Controller are: RBSA Gallery, 4 Brook Street, Birmingham, B3 1SA; telephone 0121 236 4353; email rbsagallery@rbsa.org.uk.

The Data Controller’s Representative is Dr Marie Considine, Gallery Director, who can be contacted at the RBSA Gallery, using the contact details listed above.

Information collected and use of personal information

We collect personal information from you when you request a specific service, such as making an enquiry about an exhibit on show.  We also collect information about the transactions you undertake in our gallery, including purchasing any of the goods or services we offer and or making a donation to our charity.   This can include your name, telephone numbers, address and email address.  Such information is retained exclusively to deal with your enquiries and requests, administer bookings, subscriptions and orders and to forward information that forms part of the service we provide to subscribers such as our Members, Associates and Friends.

We are pleased to provide detailed information about personal data collected below:

Information collected when enquiring about the goods and services we offer

When you enquire about any of the goods or services we offer or make a purchase from us of any of the goods or services we offer, we collect information about you to follow up this enquiry.  This can include your name, telephone numbers, address and email address.  We only use your personal information to administer your account, to provide the products and services you have requested from us, to maintain customer records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  This information is retained for one year after the last contact with the enquirer and is used for our purposes only and is not shared.  

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for statistical analysis

Information collected when purchasing the goods and services we offer or making a donation to us

When you enquire about any of the goods or services we offer or make a purchase from us of any of the goods or services we offer, or making a donation to us, we collect information about you in order to carry out this transaction.  This can include your name, telephone numbers, address and email address.  We only use your personal information to administer your account, to provide the products and services you have requested from us, to maintain customer records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  This information is retained for up to 20 years and is used for our purposes only and is not shared.  

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for statistical analysis

Information collected in order to provide our mailing service

If you would like to join our mailing list and receive information about the RBSA, our Gallery, and our exhibitions, events and other activities, by post or by email, please advise us of this in writing, either in person at the gallery using the form provided, by letter or by email.  If you wish to join our email list only, please subscribe via our website at http://www.rbsa.org.uk/mailing-list-1/ .  When you join our mailing list we will only use your personal information to keep you informed about the RBSA, our Gallery, and our exhibitions, events and other activities, and to collate statistical information.  This may involve the disclosure of your personal data to selected third parties who are involved in the distribution of that material.  

The lawful basis for the processing of this data is consent.  This information is retained for five years from last action and is used for our purposes only and not shared.

If you would like to unsubscribe from our mailing service please advise us of this either in person at the Gallery or by telephone, email or letter, using the contact details above.  However, we will retain your details on a suppression list to help ensure that we do not continue to contact you. You can also unsubscribe from our e-mailing list at any time by clicking the unsubscribe button on our marketing emails.

You have the following rights regarding this data:

+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for direct marketing or for statistical analysis

Information collected when you exhibit with us as an artist or designer-maker or supply work to us for sale in our Gallery

When you exhibit with us, through any RBSA exhibition or in our Craft Gallery and shop, we collect information about you in order to carry out this transaction.  This can include your name, telephone numbers, address and email address.  We only use your personal information to administer your account, to provide the products and services you have requested from us, to maintain supplier records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  This information is retained for up to five years and then retained on a suppression list, is used for our purposes only and is not shared.  

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for statistical analysis

When exhibition catalogues, containing the artists name and information about the work exhibited, are produced, printed catalogues are retained in perpetuity in the RBSA Archive and you cannot request deletion of this material, because the ‘right to erasure’ does not apply when material is retained for archives.

Information collected to manage your membership as a Member or Associate of the RBSA

When you become a Member or Associate of the RBSA we collect information about you in order to manage your membership.  This can include your name, telephone numbers, address and email address and date and place of birth and bank details.  We only use your personal information to manage your membership, to provide the products and services you have requested from us, to maintain membership records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  Information about our members is retained in perpetuity in the RBSA Archive and you cannot request deletion of this material, because the ‘right to erasure’ does not apply when material is retained for archives.  This information is used for our purposes only and is not shared.

You have the following rights regarding this data:

+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for statistical analysis

Information collected to manage your subscription as a Friend of the RBSA

When you become a Friend of the RBSA we collect information about you in order to manage your subscription. This can include your name, telephone numbers, address and email address.   We only use your personal information to manage your subscription and to provide the services of the Friends scheme you have requested from us; this includes maintaining Friends’ membership and customer records; keeping you informed about Gallery activities through our regular emails to Friends and through the Friends’ e-newsletter published three times a year; inviting you to renew your Friends’ membership, and collating statistical information.  This may involve the disclosure of your personal data to selected third parties who are involved in the distribution of that material.  

The lawful basis for the processing of this data is contract.  This information is retained for ten years after the last contact with the Friend and is used for our purposes only and is not shared.  

You have the following rights regarding this data:

+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for statistical analysis

Information collected when you donate an artwork, other object, or archive material to our Collection and Archive

When you donate an artwork, other object, or archive material to our Collection and Archive, we collect information about you in order to manage that donation.  This can include your name, telephone numbers, address and email address.  We only use your personal information to manage your donation, maintain records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  Information about our Collection and Archive is retained in perpetuity in the RBSA Archive and you cannot request deletion of this material, because the ‘right to erasure’ does not apply when material is retained for archives.  This information is used for our purposes only and is not shared.

You have the following rights regarding this data:

+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for statistical analysis

Information collected on CCTV when you visit our Gallery

When you visit our Gallery images will be recorded on CCTV through cameras located in all exhibitions spaces and storage spaces.  The information processed may include visual images, personal appearance and behaviours and may be about staff, customers and clients, offenders and suspected offenders, members of the pubic and those inside, entering or in the immediate vicinity of the area under surveillance.  CCTV is only used to maintain the security of property and premises, the prevention and detection of crime and for protecting the safety of customers, staff and volunteers.  CCTV may also be used to monitor staff when carrying out work duties.  We only use this information for these purposes.

The lawful basis for the processing of this data is legitimate interest.  Recordings are stored for a period not normally exceeding 30 days before being erased or overwritten unless an incident comes to light, for example, a theft is discovered, in which case the recorded images will be retained for long enough for the incident to be investigated.  Where necessary or required this information may be disclosed to people whose images have been recorded and retained (unless disclosure to the individual would prejudice criminal enquiries or criminal proceedings), law enforcement agencies, prosecution agencies, relevant legal representatives and the media in strictly limited situations such as a Police Witness Appeal.

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data if you have an objection on grounds relating to your particular situation

Information collected to manage your applications to us for paid or volunteer positions

When you apply to us for a paid or volunteer position, we collect information about you in order to review your application.  This can include your name, telephone numbers, address and email address.  We only use your personal information to review your application, to maintain records and to collate statistical information.  
The lawful basis for the processing of this data is legitimate interest.  This information is retained for six months after notifying the unsuccessful candidate and is used for our purposes only and is not shared.  

You have the following rights regarding this data:

+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for direct marketing or for statistical analysis

Information collected for business to business purposes

When you contact us to offer business to business products or services, or when we contact you to offer business to business products or services, having obtained this information from your website or other promotional source, we collect information about you in order to manage and develop our work as a registered charity and as a company.  This can include your name, telephone numbers, address and email address.  We only use your personal information to manage our business to business relationship with you.  

This information is retained for up to ten years and then retained on a suppression list, and is used for our purposes only and is not shared.  

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for direct marketing or for statistical analysis

Information collected to manage your employment with us

When you are employed by us, we collect information about you in order to manage your employment with us.  This can include your name, telephone numbers, address and email address, date of birth and bank details.  We only use your personal information to manage your employment, to maintain records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  This information is retained for six years after employment ceases and is used for our purposes only and is not shared.  

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for direct marketing or for statistical analysis

Information collected about your emergency contacts

When you are employed by us or volunteer for us, or participate in workshops at the Gallery, we collect data about individuals we should contact should you be taken ill at the Gallery or should another emergency arise. This can be the name, telephone numbers, address and email address of the individual you nominate as the person to contact in case of emergency.  We only use this personal information in case of emergency, to maintain records and to collate statistical information.  

The lawful basis for the processing of this data is contract.  This information is retained for six years after employment, volunteering or other participation ceases and is used for our purposes only and is not shared.  

You have the following rights regarding this data:
+ The right to be informed that we are collecting this data
+ The right to access this personal data to make yourself aware of and verify the lawfulness of the processing
+ The right to have inaccurate personal data rectified, or completed if it is incomplete
+ The right to have this personal data erased if the personal data is no longer necessary for the purpose for which it was originally collected or processed
+ The right to data portability
+ The right to restrict the processing of this personal data if you have a particular reason for wanting the restriction
+ The right to object to our use of this data for direct marketing or for statistical analysis

Website Cookies                                                                                                                                                                                                         

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By using our website you consent to our use of cookies.

We use third-party cookies supplied by Google Analytics to help us improve our website.  These are tools not controlled by us but which are active when you visit our website.  As third party cookies are not set by us, we cannot control how they work, but we can control which websites we choose to work with.  We take your privacy seriously and only work with trusted partners.  The cookies are used to help us identify which elements of the website are working efficiently and what improvements to the website might be appropriate.  They help us learn how visitors find and use our site for example by identifying which search engines people use, how many visits are made to each page, the time spent reading the page and what links the visitor uses to find more information.  These cookies do not collect or store personal information about you.  Analytics data cannot be used to identify you, or to tell us what you did on our website, it is completely anonymous.
For more information on cookies, including controlling or deleting cookies, see the About Cookies website, www.AboutCookies.org


2. Complaint Policy

We take all customer feedback very seriously and would aim to resolve any issues quickly. However, individuals who wish to make a formal complaint can view our complaints procedure and complete and return the complaints form by post or e-mail. To download the complaints procedure and form, please click on the link in the upper right of this page.