ExeDFAS Data Processing Policy

1. About this Policy

1.1. This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure and your rights in relation to it.

1.2. We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.

1.3. We reserve the right to amend this Data Processing Policy from time to time without prior notice. You are advised to check our website regularly for any amendments.

1.4. We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner; https://ico.org.uk/. For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. The information we collect and why

Type of information

Member’s name, postal address, telephone numbers, e-mail address(es).


Managing the member’s membership of the society.

Keeping members informed of society activity and events.

Creating and managing the society’s Membership Directory. 

Passing to the Arts Society for that society to communicate with members via newsletter and notices of events at the national and regional level.

Legal basis of processing

Performing the society’s contract with the member.

For the purposes of our legitimate interests in operating the society.

Consent. We will seek the member’s consent on their membership application form and each membership renewal form. The member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory. 

For the purposes of our legitimate interests in operating the society and/or the legitimate interests of the Arts Society in its capacity as the national body.

3. How we protect your personal data

3.1. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

3.2. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

3.3. For any payments which we take from you online we will use a recognised online secure payment system.

3.4. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

4. Who else has access to the information you provide us?

4.1. We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above.

4.2. We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we will have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

5. How long do we keep your information?

5.1. We will hold your personal data on our systems for as long as you are a member of the society and for as long afterwards as is necessary to comply with our membership rules and legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

5.2. We securely destroy all financial information once we have used it and no longer need it.

6. Your rights under the GDPR

6.1. to access your personal data

6.2. to be provided with information about how your personal data is processed

6.3. to have your personal data corrected

6.4. to have your personal data erased in certain circumstances

6.5. to object to or restrict how your personal data is processed

6.6. to have your personal data transferred to yourself or to another business in certain circumstances.

6.7  You have the right to take any complaints about how we process your personal data to the Information Commissioner:


0303 123 1113.

Information Commissioner’s Office

Wycliffe House

Water Lane


Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our membership secretary.