PRIVACY POLICY

Last Updated: 23 February 2026

At BEAT, we are committed to protecting and preserving the privacy of our members, participating artists, and visitors. This policy explains how we handle your personal data as a Data Controller.

1. INFORMATION WE COLLECT

We only collect information that is necessary to organize the art trail, provide the services you have requested, and keep you informed. This includes:

  • Contact Details: Name, email address, telephone number, and postal address.

  • Artist Metadata: Social media handles (e.g., Instagram), artist statements, and images of your work.

  • Technical Data: Information about your visit to our website (via cookies) and any electronic communications sent to us.

2. WHY WE USE YOUR INFORMATION (LAWFUL BASIS)

Under the UK GDPR, we rely on the following legal bases to process your data:

  • Contractual Necessity: To fulfil our agreement with participating artists (e.g., managing your application and including you in the trail).

  • Legitimate Interests: To coordinate with venue hosts and volunteers, and to manage the internal operations of Ealing Art Trail

  • Consent: Where you have explicitly signed up for our Mailchimp newsletter to receive news updates.

3. HOW YOUR DATA IS SHARED

  • The Event Brochure & Website: For participating artists, your provided studio / venue address, social media handles, supplied images and artist name will be published in our printed brochure and digital brochure. Shared venue contacts supplied to BEAT will be published on the website. Other details will remain private and used for coordination only.

  • Third-Party Processors: We use secure platforms to help run BEAT, including Google Drive (for document storage), Mailchimp (for email communications), and our web hosting provider. We do not sell your data to third parties.

4. STORING & SECURING YOUR DATA

  • Security: We take all reasonable precautions to ensure your data remains secure. Access to our database is restricted to authorized members of the central organizing committee.

  • Retention: We hold your information for as long as is necessary to manage the annual trail and for a reasonable period thereafter (typically 3 years) to facilitate repeat applications, unless you ask us to delete it sooner.

  • International Transfers: We store data on reputable cloud services like Google and Mailchimp (Intuit). Some data may be processed outside the UK. These providers are on the Data Privacy Framework List.

5. YOUR RIGHTS

Under the UK GDPR, you have significant rights regarding your data:

  • Access: You can request a copy of the data we hold about you.

  • Correction: You can ask us to fix inaccurate information.

  • Erasure: You can ask us to delete your data (the "right to be forgotten").

  • Withdraw Consent: You can unsubscribe from our emails at any time using the link provided in the footer of our Mailchimp newsletters.

To exercise any of these rights, please contact us at info@ealingbeat.org.uk. If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO).