Privacy Policy

Last Updated: July 2026

ArtWorks tries to meet the highest standards when collecting and using personal information in accordance with data protection law. This privacy notice details how ArtWorks collects and uses personal information across our services, forms, and websites (www.artworks-sy.co.uk and www.artworkstogether.co.uk).

1. Who We Are and What This Policy Covers

The General Data Protection Regulation (GDPR) and the Data Protection Act 2018 give individuals more rights and protection regarding how their personal data is used by organisations.

This policy applies to information we collect about:

  • People who use our services, or request a service from us
  • Volunteers, freelance artists, job applicants, and current/former employees
  • Individuals that make donations or purchase items from our e-commerce webshop
  • Complainants and other individuals in relation to a complaint or query
  • Visitors to our websites and individuals contacting us via online forms or social media

2. How We Use Your Information

ArtWorks uses personal information to:

  • Deliver services, manage volunteer placements, and support our service users.
  • Deal with payments, donations, grants, and other financial transactions.
  • Plan and manage our services, including checking on the quality of service.
  • Help investigate any concerns or complaints.
  • Check an individual’s identity or entitlement to personal information.
  • Fulfil our statutory obligations, such as protecting vulnerable children and adults.

3. Information Collected via Our Website

A. Contact Forms & General Enquiries

When you submit an enquiry through our online contact forms, we collect the information you provide (such as your name, email address, telephone number, and message text).

  • Purpose: To respond to your direct queries, requests for information, or complaints.
  • Email Security: Any email sent to us, including attachments, may be monitored for security and compliance with information security policies. If you need to send sensitive information, we recommend using our secure online forms or the postal service.

B. E-Commerce & Donations (Our Webshop)

When you purchase items from our webshop or make financial donations, we collect necessary transaction data.

  • Data Collected: Name, billing address, shipping address, email address, and phone number.
  • Payment Processing: Payment details (such as credit card numbers) are securely processed via third-party, PCI-compliant payment gateways. ArtWorks does not store your raw financial account credentials.
  • Purpose: To process payments, fulfill orders, ship items, issue transaction receipts, and track donation histories for tax/grants purposes.

C. Website Visitors & Analytics

When you visit our websites to view pages or download forms, we automatically collect specific device and routing details through Google Analytics:

  • The domain name (if available) and IP address from which you accessed our site
  • The date, time, and specific pages you viewed
  • The type of web browser and operating system you used

We use this data to evaluate traffic patterns and improve our website experience. This data is processed anonymously, and we do not permit Google to attempt to identify individual website visitors.

4. Specific Stakeholder Data Retention & Management

Volunteers, Freelance Artists, and Job Applicants

  • Applications: Information supplied during applications is strictly used to process the role and monitor recruitment statistics. Unsuccessful candidate data is held for 6 months after recruitment before being deleted or destroyed. De-personalised statistical information may be kept indefinitely.
  • Vetting: We will not disclose your information to third parties (such as requesting references or obtaining a Disclosure & Barring Service (DBS) check) without informing you beforehand, unless required by law.
  • Active Roles: Once on board, a secure file is compiled for purposes directly relevant to your employment/placement or to meet legal obligations. Files are retained or deleted following your placement in line with our retention schedule.

Complainants & Enquirers

  • When we receive a complaint, we generate a secure file containing the identity of the complainant and any involved individuals.
  • We only use this data to process the complaint and track service quality. We may publish anonymous, aggregated statistics, but no individuals will be identifiable.
  • Identity disclosure to the subject of the complaint is usually necessary (e.g., to dispute records). If you request anonymity, we will try to respect it, but handling the complaint anonymously may not be possible.
  • Complaint files are retained in a secure, restricted environment for up to 7 years from resolution.

Social Media Interactors

  • Information provided via direct messages or public posts on our social media channels (Facebook, Instagram, X/Twitter, etc.) is subject to both the social media platform’s privacy policy and the ArtWorks social media moderation policy.

5. How We Keep Your Personal Information Secure

We use appropriate physical and electronic steps to ensure data is kept securely and accessed only by authorised personnel. Security measures include:

  • Encrypting personal data and hardware equipment.
  • System access controls and comprehensive data protection training for all staff.
  • Ensuring third-party data processors act strictly under our instructions and provide clear security assurances.

6. Your Rights Under GDPR

You hold the following legal rights regarding your personal data:

  • Access: You have the right to request a copy of the personal information we hold about you free of charge (requests must be in writing with proof of identity).
  • Rectification: You can ask us to correct or complete inaccurate or incomplete personal data.
  • Erasure ("Right to be Forgotten"): You can request that we delete data where there is no ongoing lawful basis for keeping it.
  • Object: You can object to data processing being handled under "legitimate interests" or for direct marketing.
  • Withdraw Consent: If you gave consent (such as for newsletter subscriptions or marketing photography), you can withdraw it at any time.
  • Restriction & Portability: You can request we restrict processing or provide your data in a structured, electronic format.
  • No Automated Decision-Making: You have a right to bypass legal decisions made strictly by automated electronic systems. Note: ArtWorks does not currently practice automated decision-making.

7. Contact Us & Complaints

To exercise any of your rights, update your preferences, or lodge an internal query, please contact:

Kayleigh Cruickshank (Director)
‍ArtWorks, Thorpe Hesley Community Centre,
Brook Hill, Rotherham, S61 2QF
‍Email: info@artworks-sy.co.uk

You also reserve the right to make a formal complaint at any time to the UK data protection supervisory authority:
‍Information Commissioner’s Office (ICO): https://ico.org.uk/

‍