Privacy policy

Why do we collect your data?

We collect personal data for many reasons, including to provide you with services,  communicate with you and to send you information you have requested. Depending on how  you interact with us, we may process data for the following reasons:

  • to process personal details required for the administration of membership • to record and contact you regarding payments you make to BHAC
  • to provide you with information about and to administer events, including concerts,  competitions and festivals
  • for our own internal administrative purposes and to keep a record of your relationship  with us
  • to manage your communication preferences
  • to process volunteer placements
  • to conduct surveys, research and gather feedback
  • to comply with applicable laws and regulations, and requests from statutory agencies

The Information we collect

We collect the following personal information:

  • your full name
  • contact details – including your postal address, telephone number(s), and email  address
  • your bank details for competition entries
  • records of your correspondence and engagement with us
  • information you may enter on the BHAC website
  • photographs, video or audio recordings
  • biographical information – primarily volunteers
  • other information you share with us

This information may be collected via:

  • any paper forms you complete
  • telephone conversations or face-to-face interactions
  • digital forms completed via our website, or online surveys
  • publicly available sources
  • communication via social media

We do not collect sensitive, personal data about individuals. For example – information  about health, religion, sexuality, ethnicity, political and philosophical beliefs, and criminal  records.

Using your personal data

If you are a member we will need to process your data because of your specific relationship  with us.

We will keep all your information – including notes, letters and information given to us about  you – in a confidential record specific to you. We take information security very seriously;  no-one is allowed access to our system or files unless they need this to provide the service  to you, or one of the other purpose discussed in this notice.

We do not record telephone conversations electronically.

We may use your data for statistical reports. These statistics will not include any information  that could be used to identify any individual.


We would love to keep you up to date with our BHAC activities – this includes events such  as the Art Exhibition, Drama Awards and the Poetry competition and Festival.

We use a range of marketing activities and channels to contact our supporters – including  our website, face-to-face meetings, SMS/text campaigns, email, and telephone.

We will obtain your consent to contact you by email and text message for marketing  purposes. We will also obtain consent from all new supporters (who sign up after 25 May  2018) to make marketing calls.

We will send you marketing by post, on the basis of it being within our legitimate interests to  do so, unless you opt out.

We send the following marketing materials:

  • Information about the Art Exhibition – including promotional leaflets, emails and  texts
  • The Arts Diary – information about our members’ events and activities  • Artslink – will be posted on our website and circulated via email our work
  • Volunteering – information about how you can help support BHAC by giving up your  time or using your influence to progress our aims.

We will never share or sell your personal data to a third-party organisation for its  marketing, fundraising or campaigning purposes. 

You can withdraw your consent, unsubscribe from or update your marketing preferences at  any point using the details in the ‘Contact us’ section below.

Any electronic communications, such as emails or texts, can be unsubscribed so you can  manage your own communication preferences.

If you make any changes to your consent, we will update your record as soon as we possibly can. It may take up to 14 days for our systems to update and stop any postal  communications from being sent to you. Email communications will, however, be stopped  immediately.

Where possible, we cleanse and remove out of date data by checking it with you on an  annual basis.

Administrative communications to supporters

On occasion, we will contact you about an event that you have signed up to participate in, to – for example – check that details for entries to the Arts Exhibition are correct.

As mentioned above, we may still need to communicate with you for administrative purposes even where you have opted out of marketing communications from us.

Professional contacts

We may collect data about professional contacts and partners with whom we work, or to  whom we provide professional services – such as training or publications. Personal data  collected in this way will be processed in accordance with data protection legislation and this policy.

Our legal basis for processing personal data

We need a lawful basis to collect and use your personal data under data protection law. The law allows for six ways to process personal data (and additional ways for sensitive personal  data). The most appropriate for BHAC is the first one – known as ‘Consent.’

  • a person’s consent (for example, to send you marketing by email or SMS)

Administration and operational management where you have given us your consent to do  so: including responding to solicited enquires, providing information about BHAC activities,  events management, the administration of volunteers

If you would like more information on our uses of legitimate interests, or to change our use  of your personal data in this manner, please get in touch with us using the details in the  ‘Contact us’ section below.

Disclosure of your personal data

We will not share any of your personal data to any third party – except where:

  • we are required to do so by law, for example to law enforcement or regulatory bodies  where this is required or allowed under the relevant legislation
  • it is necessary to protect the vital interests of an individual
  • we have obtained your consent

We will never share or sell your personal data to a third-party organisation for marketing,  fundraising, or campaigning purposes. 

Security of your personal data

We use appropriate organisational measures and precautions to protect your personal data  and to prevent the loss, misuse or alteration of your personal data.

Unfortunately, the transmission of information via the internet is not completely secure.  Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We encourage you to review the privacy statements of websites you choose to link to from  the BHAC website, so that you can understand how those sites collect, use and share your  information. We are not responsible for the privacy statements, security, or other content on  sites outside of the website.

Retention of your data

Whatever your relationship with us, we will only store your information for a specified  amount of time, as set out in our internal data retention policy.

The length of time that data will be kept may depend on the reasons for which we are  processing the data and on the law or regulations that the information falls under, such as  financial regulations, Limitations Act, Health and Safety regulation etc.

Once the retention period has expired, the information will be confidentially disposed or  permanently deleted.

If you request to receive no further contact from us, we will keep some basic information  about you on our suppression list to avoid sending you unwanted materials in the future.

Your rights

You have many rights under data protection legislation. These include:

Right of Access

You have the right know what information we hold about you and to ask, in writing, to  see your records.

We will supply any information you ask for that we hold about you as soon as  possible, but this may take up to 30 days. We will not charge you for this. You will be  asked for proof of identity as the person dealing with your request may not be the  staff member you have met before. We need to be sure we are only releasing your  personal data to you.

This is called a data subject access, and can be done by use of the Contact page on  our website:

Right to be informed

You have the right to be informed how your personal data will be used. This policy, as well as any additional information or notice that is provided to you either at the time  you provided your details, or otherwise, is intended to provide you with this  information.

Right to withdraw consent

Where we process your data based on your consent (for example, to send you  marketing texts or emails), you can withdraw that consent at any time. To do this, or  to discuss this right further with us, please contact us using the details in the ‘Contact  us’ section below.

Right to object

You also have a right to object to us processing data where we are relying on it being  within our legitimate interests to do so (for example, to send you direct marketing by

post). To do this, or to discuss this right further with us, please contact us using the  details in the ‘Contact us’ section below.

Right to restrict processing

You have the right to ask for processing of your personal data to be restricted  because there is some disagreement about its accuracy or legitimate usage.

Right of erasure

In some cases, you have the right to be forgotten (i.e. to have your personal data  deleted from our database). Where you have requested that we do not send you  marketing materials, we will need to keep some limited information to ensure that you are not contacted in the future.

Right of rectification

If you believe our records are inaccurate, you have the right to ask for those records  concerning you to be updated. To update your records, please get in touch with us  using the details in the ‘Contact us’ section below.

Right to data portability

Where we are processing your personal data because you have given us your  consent to do so, you have the right to request that the data is transferred from one  service provider to another.


If you have any complaints about the way in which we have used your data, please get in  touch with us using the details in the ‘Contact us’ section below. We would be happy to help  and discuss your concerns.

In addition, you are also entitled to make a complaint to the Information Commissioner’s  Office:

Contact Us

If you have any questions about this policy, would like more information, or want to exercise  any of the rights set out in section 15 above, you can get in touch with us via the Contact  page on our website: