Privacy Notice

West Yorkshire Print Workshop (WYPW) is committed to protecting and respecting your privacy. 

This Privacy Notice explains how we collect, use, store and protect personal information and outlines your rights under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

West Yorkshire Print Workshop is a registered charity (No. 1147601) and company limited by guarantee (No. 7429968). We are a print studio and learning organisation dedicated to supporting artists, makers and communities through printmaking, exhibitions, courses, artist studios and participation programmes. 

 

Who We Are 

West Yorkshire Print Workshop (WYPW) 

75A Huddersfield Road 
Mirfield 
West Yorkshire 
WF14 8AT 

Email: info@wypw.org 

Data Protection Contact 

Natalie Rudd 
Director and Data Protection Lead 

Email: natalie@wypw.org 

 

What Information We Collect 

Depending on your relationship with WYPW, we may collect and process the following information: 

Personal Information 

  • Name 
  • Postal address 
  • Email address 
  • Telephone number 

Participation Information 

  • Course and workshop bookings 
  • Event registrations 
  • Membership information 
  • Volunteer information 
  • Artist applications and submissions 
  • Attendance records 

Financial Information 

  • Donation records 
  • Gift Aid declarations 
  • Payment information 
  • Funding and grant-related information where relevant 

 

Website Information 

When you visit our website, we may collect: 

  • IP address 
  • Browser type and version 
  • Device information 
  • Website usage information through cookies and analytics tools 

 

Photographs and Media 

Photographs and video recordings may be taken during workshops, events, exhibitions and public activities for promotional, educational and archival purposes. Where appropriate, consent will be sought before identifiable images are used. 

 

Why We Collect and Use Information 

We use personal information to:

 

  • Deliver workshops, courses and events 
  • Manage bookings and registrations 
  • Communicate with participants, artists, volunteers and supporters 
  • Process donations and Gift Aid claims 
  • Administer exhibitions and artist opportunities 
  • Manage volunteers, staff and trustees 
  • Meet legal, regulatory and funding obligations 
  • Monitor and evaluate our activities 
  • Improve our services and programmes 
  • Promote WYPW’s work and activities where consent has been provided 

 

Lawful Basis for Processing 

Under UK GDPR, we process personal information on one or more of the following lawful bases: 

Contract 

Where processing is necessary to fulfil a contract or provide a service requested by you, such as workshop bookings or event registrations. 

Legal Obligation 

Where processing is necessary to comply with legal, accounting, employment, charity or regulatory obligations. 

Legitimate Interests 

Where processing supports the legitimate interests of WYPW, including administering activities, evaluating services, fundraising and promoting our charitable objectives, provided those interests do not override your rights and freedoms. 

Consent 

Where consent is required, including certain marketing communications and use of images. Consent may be withdrawn at any time. 

Marketing Communications 

We may send information about exhibitions, courses, events, opportunities, fundraising activities and other news relating to WYPW. 

You may opt out of marketing communications at any time by using the unsubscribe link provided in emails or by contacting us directly. 

Sharing Your Information 

We do not sell or trade personal information. 

We may share personal information with trusted third-party service providers where necessary to operate our activities and services. These currently include: 

  • Microsoft 365 for email, document storage and organisational administration. 
  • Mailchimp for email newsletters and marketing communications. 
  • PayPal for processing online payments and donations. 
  • QuickBooks (for accounting / finance / payroll records)  

  • WordPress for our website 

  • Member Mojo for our member correspondence

  • Professional advisers, accountants and auditors where necessary. 

  • Funding bodies where reporting requirements apply. 

  • Regulatory authorities where legally required. 

These organisations process personal information on our behalf or as independent data controllers where appropriate. We take reasonable steps to ensure that any organisation handling personal information for WYPW does so securely and in accordance with applicable data protection legislation. 

International Transfers 

Some of the third-party services used by WYPW, including Microsoft 365, Mailchimp and PayPal, may process personal information outside the United Kingdom. 

Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements to protect personal information and individuals’ rights. 

Data Retention 

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, funding and operational requirements. 

Retention periods vary according to the nature of the information held and are set out in WYPW’s Data Retention Schedule. 

Data Security 

WYPW takes appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is restricted to staff, trustees, contractors and volunteers who require access for legitimate organisational purposes. 

Your Rights 

Under UK GDPR, you have the right to: 

  • Request access to your personal information. 
  • Request correction of inaccurate information. 
  • Request erasure of personal information in certain circumstances. 
  • Request restriction of processing in certain circumstances. 
  • Object to certain forms of processing. 
  • Request transfer of your data where applicable. 
  • Withdraw consent where processing is based on consent. 

 

Requests should be made to: 

Natalie Rudd 
Director and Data Protection Lead 

Email: natalie@wypw.org 

 

Data Protection Complaints 

If you have concerns about how West Yorkshire Print Workshop collects, uses, stores or shares your personal information, please contact us in the first instance: 

Natalie Rudd 
Director and Data Protection Lead 

Email: natalie@wypw.org 

We will acknowledge your complaint within five working days and aim to provide a full response within one calendar month. 

If you remain dissatisfied following our response, you have the right to raise the matter with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection. 

Further information about the ICO can be found at https://ico.org.uk

Changes to this Privacy Notice 

We may update this Privacy Notice from time to time to reflect changes in legislation, guidance or organisational practice. 

The most recent version will always be available on our website. 

Contact 

For any questions regarding this Privacy Notice or the way WYPW processes personal information, please contact: 

Natalie Rudd 
Director and Data Protection Lead 

West Yorkshire Print Workshop 

Email: natalie@wypw.org 

Alternative contact: info@wypw.org