The Royal Society of Portrait Painters is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is the Royal Society of Portrait Painters (Reg Charity No 327460).
This Policy sets out why we collect personal information about individuals and how we use that information. It explains the legal basis for this and the rights you have over the way your information is used.
We may change this Policy from time to time. If we make any significant changes we will advertise this on our website (www.therp.co.uk) or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
If you have any questions about this Policy or concerning your personal information, please contact our Data Protection Officer at email@example.com or by post to Royal Society of Portrait Painters, 17 Carlton House Terrace, London, SW1Y 5BD
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to 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 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 goods
- seeking 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 grant or job applications
- arranging payment and collection of goods you have purchased from us directly or when we are acting as agent on behalf of an event organiser
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 firstname.lastname@example.org . 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 the purpose of our processing is the provision of information or services to you, we may also rely on the fact that it is necessary for your legitimate interests that we provide the information or service requested, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.
If you want to contact us about your marketing preferences please contact email@example.com or call on 020 7930 6844
How we keep your information safe
We understand the importance of security of your personal information and take appropriate steps to safeguard it.
Your information is backed-up using a central server and offsite storage.
We always ensure only authorised persons have access to your information, which means only our staff, volunteers 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. 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.
- Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event.
- 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.
- Where we are acting as agent on behalf of an event organiser, the personal information we collect from you in order to effect the sale will be passed to the event organiser in order that they can deal with any pre-sale or post-sale arrangements or queries
Owing to matters such as financial or technical considerations, 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 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 firstname.lastname@example.org
What Are Cookies
For more general information on cookies see the Wikipedia article on HTTP Cookies.
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.
You may wish to visit http://www.aboutcookies.org/ which contains comprehensive information about how to do this on a wide variety of browsers. You will also find details about how to delete cookies from your computer as well as more general information about cookies. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
The Cookies We Set
When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
Third Party Cookies
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 use GetSiteControl to add elements that engage website visitors and help to increase conversions. For further information on GetSiteControl please visit their website.
We host the Facebook Pixel on our site. This pixel enables us to track users (anonymous to us) once they click on one of our Facebook and Instagram adverts. This helps us see how people engage with the content on our website and if they purchase a ticket as a result of clicking on one of our ads.
Whilst it is not possible for a Facebook or Instagram user to entirely opt-out of adverts on the platform itself, you can change what types of adverts you see and the information Facebook uses to target you with adverts.
You may still see adverts from us on Facebook or Instagram after you change your preferences if you sit within some of Facebook's anonymised interest based groups.
Head to your advertising settings on Facebook for more info and to change your advert preferences: https://www.facebook.com/ads/preferences/?entry_product
Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren't sure whether you need or not it's usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However, if you are still looking for more information, you can contact us via the email address below: