The British Association of Paintings Conservator-Restorers

Privacy Notice

1. Who we are

The British Association of Paintings Conservator-Restorers promotes and fosters the practice of paintings conservation in the United Kingdom and around the world.

Established in 1943, we are the oldest dedicated professional organisation for all conservator-restorers of paintings in the UK.

We make our archives available to the widest possible audience. To do this we need to acquire and process some personal information from you.

The BAPCR takes the processing and security of personal data very seriously. To protect your data we comply with the UK General Data Protection Regulation 2018 and are registered with the Information Commissioner’s Office. This Privacy Notice tells you how we comply with the Principles of GDPR and how we will support your individual rights as a data subject.

2. What information we gather about you

Our website (https://www.bapcr.org.uk/):

• people who purchase goods from the online shop
• people who contact us through our website

Via venues used to host BAPCR events:

• visitors to our talks and conferences

Our services and activities:

• people who book for our talks, conferences, trips and studio visits
• people who contact us with an enquiry or a complaint, or to ask for information we have about them (a subject access request), or to make a freedom of information request
• people who have signed up to our mailing list and to receive emails via MailChimp

When you become a member of the BAPCR or a subscriber to The Picture Restorer (TPR subscriber) we will collect and retain personal information from you. This will include your name, title, email address, postal address and telephone number/s.

If you are not a BAPCR member or TPR subscriber, with your permission, we will store information given by you when you enquire about or attend one of our events, or purchase a publication from us. This will include your name, title and email address, plus postal address if your purchase is posted to you.

If you are an employee we will collect and retain personal information pertaining to the employment process and associated financial details to enable the terms of the employment contract to be achieved.

The BAPCR archive:

A very small percentage of BAPCR records containing personal information are selected for permanent preservation in our archive. They are made available in accordance with the Freedom of Information Act 2000, as amended by the Data Protection Act 2018.

3. What we do with your information

For members of the BAPCR and TPR subscribers we will use your personal information to communicate with you for the administration of your membership / subscription, distribution of The Picture Restorer and in order to communicate relevant professional information. The type of information you will receive is as follows:

• Details of upcoming BAPCR events and activities
• News relating to the paintings conservation community
• Reminders that renewal payments are due
• Notices that we have been asked to share with the membership and which we believe will be of benefit and interest to you. These include job advertisements in the field of paintings conservation, messages and requests for information from other members, offers of materials and equipment, and information about external events relevant to the field of paintings conservation

For those who are not BAPCR members or TPR subscribers we will use your personal information to send you details of upcoming BAPCR events and activities that we think will be of interest to you.

We will never share your information with third parties.

All data is managed by the BAPCR Secretary.

4. Legal Basis for Processing your information

In order to collect, create or otherwise process your personal information, the BAPCR (as a data controller) must have a legal basis for doing so under data protection legislation.

Where you have made contact with BAPCR and have registered your details then we will share news and information with you on the basis of Legitimate Interest.

Where a legal basis is not already present, we will gather consent before processing your personal data. By giving us your consent you are agreeing to the BAPCR processing your information in accordance with this privacy notice.

Consent is not the only legal basis under which we can acquire and process your personal information. We do not require your consent to process your personal information if:

• you have entered into a contract with us
• you have made this information publicly available yourself
• it is to the benefit of the public in general
• it is necessary for employment purposes

5. How long we keep your information

We keep your personal information for no longer than is necessary to fulfil the purposes for which it was collected, taking into account the requirements from the following criteria:

• whether you are still a BAPCR member or TPR subscriber
• retention in case of queries: we will retain it for a reasonable period in case of further queries from you
• until you withdraw your permission by unsubscribing to the emails or contacting the Secretary

If you unsubscribe from our MailChimp emails, we will keep a record of the fact that you have unsubscribed.

6. Sharing Data with third parties

We will never share your data with third parties unless you are a BAPCR Fellow. BAPCR Fellows details will be shared with anyone making an enquiry via the Find a Restorer scheme. Only names, landline phone numbers, email addresses, towns and the first half of the post code will be shared to Find a Restorer enquiries.

7. Links to other websites

If you use our website to follow links to other websites of interest, you should note that we do not have any control over those other websites, and the BAPCR is not responsible for the protection and privacy of any information which you provide whilst visiting them.

8. Controlling your personal information

Data protection legislation gives you various rights over your information.  These include the right to:

• Access information held about you. You are only entitled to your own personal data, and not to information relating to other people.
• Amend and rectify personal information that is inaccurate.
• Request restriction of information processing concerning you or to object to processing of your personal information.
• Request the erasure of your personal information where it is no longer necessary for us to retain it. If your information is in our archival collection, the BAPCR, or the institution housing and administering the BAPCR archive, will consider withdrawing public access to it.

9. Security

The BAPCR takes the technical and organisational security of all the information it holds very seriously. All our staff receive training in how to handle personal data when they join us and maintain an awareness of our data protection requirements. We protect your information using varying levels of encryption.

We guarantee access to this archival material while observing the protection of private or public interests.

Some of the more recent archives we hold contain information about living people. Your information will be handled according to the safeguards in data protection legislation for archiving in the public interest. This means that we apply the same standards to handling this information.

People who use information about living people from the archives have a duty, under data protection legislation, not to use that information in a way which may cause distress or damage to them. You should also be aware that, just because information is in the public domain, it does not necessarily make it lawful for you to make it public. Personal information is not covered by the Open Government Licence and may also be subject to copyright.

10. Further Information

If you would like to exercise your individual rights, please contact our Secretary by emailing BAPCRsecretary@gmail.com

We endeavour to acknowledge requests within five working days and to supply the appropriate response and information promptly and within the relevant statutory timescale (usually one month).

For independent advice about data protection, privacy and data-sharing issues you can contact the Information Commissioner:

Postal address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Telephone: 0303 123 1113.

Website: https://ico.org.uk/global/contact-us/helpline

For information on data protection please see The British Association of Paintings Conservator-Restorers Data Protection and Information Security Policy.