Debbie Chatfield, Artist and Art Tutor is committed to protecting and respecting your privacy.
This policy explains when and why personal information about you is collected and how it is used. It also explains how it is kept secure and what your rights and choices are in relation to your information. Your data is not shared with any third parties.
Any questions regarding this policy should be sent by email to Debbie Chatfield at firstname.lastname@example.org or in writing to Pennine, Smithy Lane, Bradley, Staffordshire, UK, ST18 9DZ
Who am I?
I’m Debbie Chatfield an Artist and Art Tutor; I operate as a Sole Trader in the United Kingdom.
How do I collect information from you?
I obtain information about you in the following ways:
Information you give us directly
I collect information from students in paper form when they enrol in my classes, workshops or painting holidays this includes name, address, telephone numbers and e-mail addresses.
I also collect information in a contractual agreement for commissioned work.
All this data is entered electronically into the accounting system, Sage One Start and is kept for 6 years according to UK Tax Laws.
I also use this data if I need to contact current students to schedule dates and inform them of class / workshop information. Generally this will be done via e-mail but at the last minute I may need to phone.
Additionally I keep mobile numbers on my mobile phone for the purposes of running a WhatsApp social media group, this is referred to on the paper consent form and the group only consists of students, some ex-students have also requested to be retained within this group.
When you visit the website debbiechatfield.co.uk
Like many other companies, the following data is automatically collected:
- technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services offered.
- information about your visit to the website, for example I collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you view and search for, referral sources (e.g. how you arrive at the website).
When you interact with me on social media platforms such as Facebook, Instagram and Twitter I may obtain information about you (for example, when you publicly tag me in an event photo). The information I receive will depend on the privacy preferences you have set on those types of platforms.
I store and share photographs both on social media and my website for the purpose of marketing, passing on news and for my blog.
What type of information is collected from you?
The personal information I collect, store and use might include:
- your name and contact details (including postal address, email address and telephone number);
- class and event photography
- information about your activities on my website and about the device used to access it, for instance your IP address and geographical location;
- any other personal information you share with me.
Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.
I do not usually collect sensitive data about you unless there is a clear and valid reason for doing so, for example, I may ask for your health information if you are taking part in an activity, there is a section on the Workshop and Painting Holiday Forms that asks for special mobility needs and dietary requirements, this is necessary to provide suitable facilities e.g. a ground floor room or a special diet.
I will make clear why I am collecting this type of information and what it will be used for.
How and why is your information used?
I may use your information for a number of different purposes, which may include:
- providing you with the services, products or information you asked for.
- processing orders or administering teaching that you have requested;
- carrying out obligations under any contracts entered into between you and Debbie Chatfield for purchase of paintings, products or tuition;
- keeping a record of your relationship with Debbie Chatfield;
- conducting analysis and market research so I can understand how to improve my services, products or information;
- dealing with entries into an exhibition;
- seeking your views or comments on the services provided;
- notifying you of changes to my services;
- sending you communications which you have requested such as Newsletters or Blog updates and other information that I consider to be of interest to you. These may include information about events and promotion of goods and services, this is done through an automated e-mail system AWeber;
- I track e-mails through AWeber, information such as if you have opened or ‘bounced’ an e-mail, this may be used to decide what information to send you in the future.
How long is your information kept for?
I keep information for no longer than is necessary for the purpose it was collected for. The length of time I retain your personal information is determined by operational and legal considerations. For example, I am legally required to hold some types of information to fulfil my statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).
I review this retention period on a regular basis.
Who has access to your information?
I do not sell or rent your information to third parties.
I do not share your information with third parties for marketing purposes.
However, I may disclose your information to third parties in order to achieve the other purposes set out in this policy. These third parties may include:
Third parties working on my behalf
I may pass your information to a third party service provider e.g. accountant, supplier, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on my behalf. However, when I use these third parties, I disclose only the personal information that is necessary to deliver the services and I have a contract in place that requires them to keep your information secure and prevents them from using it for their own direct marketing purposes. Please be reassured that I will not release your information to third parties for them to use for their own direct marketing purpose or for any other purpose unless I am required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Data protection law requires me to rely on one or more lawful grounds to process your personal information. I consider the following grounds to be relevant:
Where you have provided specific consent to me using your personal information in a certain way, such as to send you email marketing.
Performance of a contract
Where I am entering into a contract with you or performing my obligations e.g. bookings or during a commission.
Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of my events) or a safeguarding issue which requires me to share information with the emergency services.
I consider my legitimate interests to be in the everyday running of my business including classes, workshops, painting holidays, exhibiting and painting for commissions. For example to:
- send postal or e-mail communications which I think will be of interest to you;
- conduct market research;
- enhance, modify, personalise or otherwise improve my services /communications for the benefit of my customers; and
- understand better how people interact with my website.
When I legitimately process your personal information in this way, I consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. I will not use your personal information where my interests are overridden by the impact on you, for example, where the use would be excessively intrusive.
When I use sensitive personal information, I require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to me (for example, if I need to process it for accounts/tax, social protection purposes, your vital interests, or, in some cases, if it is in the public interest for me to do so).
You have a choice about whether or not you wish to receive information from me. If you do not want to receive direct marketing communications from me please let me know. There will always be an unsubscribe option on any automated e-mails.
I am committed to putting you in control of your data so you’re free to change your marketing preferences (including to tell me that you don’t want to be contacted for marketing purposes) at any time by contacting me by email: email@example.com or in writing at Pennine, Smithy Lane, Bradley, ST18 9DZ
I will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure that I do not continue to contact you. However, I may still need to contact you for administrative purposes.
I may analyse your personal information to create a profile of your interests and preferences so that I can tailor and target my communications in a way that is timely and relevant to you. This allows us to be more focused, efficient and cost effective with my resources and also reduces the risk of someone receiving information they may find inappropriate or irrelevant.
I’m committed to putting you in control of your data so you’re free to opt out of your information being used in this way at any time by contacting firstname.lastname@example.org.
I may also use your personal information to detect and reduce fraud and credit risk.
Under UK data protection law, you have certain rights over the personal information that I hold about you. Here is a summary of your rights:
Right of access
You have a right to request access to the personal data that I hold about you. You also have the right to request a copy of the information I hold about you, and I will provide you with this unless legal exceptions apply.
If you want to access your information, please send a description of the information you want to see and proof of your identity by post to the address provided below.
Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information I hold about you corrected. The accuracy of your information is important to me, if you change email address, or if you believe any of the other information I hold is inaccurate or out of date, please contact me via email or post (see below). Alternatively, you can telephone on 01785 781075.
Right to restrict use
You have a right to ask me to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or I’m not lawfully allowed to use it.
Right of erasure
You may ask me to delete some or all of your personal information and in certain cases, and subject to certain exceptions; I will do so as far as I am required to. In many cases, I will anonymise that information, rather than delete it.
Right for your personal information to be portable
If I am processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask me to provide it to you or another service provider in a machine-readable format.
Right to object
You have the right to object to processing where I am using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.
If you want to exercise any of the above rights, please email me at email@example.com or write to Debbie Chatfield, Pennine, Smithy Lane, Bradley, England, ST18 9DZ. I will endeavour to respond fully to all requests within one month of receipt of your request, however if I am unable to do so I will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details I recommend you consult the guidance published by the UK’s Information Commissioner’s Office, https://ico.org.uk/
Keeping your information safe
When you give me personal information, I take steps to ensure that appropriate technical and organisational controls are in place to protect it.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while I strive to protect your personal information, I cannot guarantee the security of any information you transmit to me, and you do so at your own risk. Once I receive your information, I make every effort to ensure its security; this includes keeping passwords on electronic devices and the use of a locked filing cabinet for handwritten or printed paperwork.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using my website.
Links to other websites
This website contains links to other websites. This policy applies only to this website‚ other websites will have their own privacy statements. I cannot be responsible for their privacy policies and practices of other websites even if you access them using links from my website.
16 or Under
I am concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information. I have separate safeguarding and photographic policies.
I am committed to protecting vulnerable customers and appreciate that additional care may be needed when I use their personal information. In recognition of this, I observe good practice guidelines in my interactions with vulnerable people.
Changes to this policy
Any changes I may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If I make any significant changes I’ll make this clear on this website.
Review of this Policy
I keep this policy under regular review. This policy was last updated in August 2020.