Landscape painting by Richard Johnson, a large body of water with two cliffs or trees, in a hazy blue and pink colour palette that makes it seem to glow.

Privacy Policy

This notice

About us

Yorkshire Artspace Society Limited is a company limited by guarantee (Company No. 03034923) and a registered charity (Charity No. 1049370), registered in England and Wales.

Registered Office:

Persistence Works, 21 Brown Street, Sheffield, S1 2BS

VAT Number: 737 7190 09

Website: www.yas.art

 

Enquiries

For all data protection enquiries, please contact our Data Protection Lead:

Georgina Kettlewell, Director
georgina@yas.art
0114 2761769

We are the “data controller” responsible for your personal data under UK data protection law.

About this notice

This Privacy Notice explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

It applies to:

• Studio tenants and applicants
• Newsletter subscribers
• Customers (including artwork purchasers)
• Suppliers and contractors
• Website users

 

What is personal data?

Personal data means any information relating to an identifiable individual. This includes:

• Names and contact details
• Identification details
• Financial information
• Online identifiers (such as IP addresses)
• Information about accessibility needs
• Photographs

 

Your Rights

Under UK GDPR, you have the right to:

• Be informed about how your data is used
• Access your personal data
• Request correction of inaccurate data
• Request erasure (“right to be forgotten”)
• Request restriction of processing
• Object to processing (including marketing)
• Withdraw consent at any time (where we rely on consent)
• Data portability (where applicable)

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

We encourage you to contact us first so we can resolve any concerns.

 

How We Use Personal Data

We only process personal data where we have a lawful basis under UK GDPR. These include:

• Performance of a contract
• Legal obligation
• Legitimate interests
• Consent
• Vital interests (where applicable)

We do not carry out automated decision-making or profiling.

 

Section A – General Data Practices

Data Security
We implement appropriate technical and organisational measures to protect personal data.

Data Retention
We retain personal data only as long as necessary for the purposes collected, including to satisfy legal, accounting, or reporting requirements.

International Transfers
Some of our service providers (such as Mailchimp and Google) may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Agreements (IDTAs), or
• Adequacy regulations, or
• Standard contractual clauses with appropriate safeguards.

 

Section B1 – Studio Tenants and Applicants

Data We Collect:
• Name and title
• Contact details (address, email, telephone)
• Business information (e.g. website)
• Photograph (for ID/security)
• Accessibility requirements (where relevant)
• Information relating to employees or workers of tenants
• DBS information (where applicable)

How We Use It:
• To assess applications
• To manage tenancy agreements
• For building security
• To comply with legal and insurance obligations
• To ensure health and safety compliance
• To promote tenants (with consent)

Lawful Bases:
• Contract
• Legal obligation
• Legitimate interests (security and building management)
• Consent (for photographs and publicity)

Retention:
• Successful tenants: 7 years after tenancy ends
• Unsuccessful applicants: deleted once no longer required or removed from waiting list
• Photographs/marketing content: until consent withdrawn

Data Sharing:
We may share data with:

• Accountants, auditors, insurers (UK)
• Local authorities (where legally required)
• Health & safety consultants
• IT and software providers (e.g. Microsoft 365, QuickBooks)
• Interview panel members (where applicable)

All processors act under written agreements.

 

Section B2 – Newsletter Subscribers

Data Collected:
• Name
• Organisation (if provided)
• Email address

How We Collect It:
• Website sign-up form
• Written or verbal subscription request

 

Purpose:
• To send newsletters and updates

Lawful Basis:
• Consent

You may withdraw consent at any time by clicking “unsubscribe” in any email.

Retention:
• Until you unsubscribe or withdraw consent
• We may retain a suppression list indefinitely to ensure we do not re-contact you

Third Parties:
• Mailchimp (email marketing platform)
• Microsoft 365 (email administration)

Mailchimp may process data outside the UK. Appropriate safeguards are in place.

 

Section B3 – Customers (Including Artwork Purchasers)

Data Collected:
• Name
• Organisation (if relevant)
• Contact details
• Payment and transaction information

Purpose:
• To fulfil purchases
• To process payments
• To maintain financial records
• To respond to enquiries

Lawful Basis:
• Contract
• Legal obligation (accounting and tax)

Retention:
• Financial and transaction records retained for 7 years from the end of the relevant financial year

Third Parties:
• Accounting software (e.g. QuickBooks)
• Accountants and auditors
• Payment processors

 

Section B4 – Suppliers and Contractors

Data Collected:
• Name
• Business contact details
• Financial information (bank details)
• DBS certification (if required for services)

Purpose:
• To manage contracts
• To make payments
• To comply with legal and safeguarding requirements

Lawful Basis:
• Contract
• Legal obligation

Retention:
• 7 years from the end of the financial year in which the contract ends
• DBS records retained only as long as required under safeguarding guidance

Third Parties:
• Accounting software providers
• Accountants, insurers, legal advisers

 

Section B5 – Website Users

When you visit our website, we may collect:

• IP address
• Browser type
• Device information
• Usage data

We use Google Analytics to understand how visitors use our website and improve user experience.

Lawful Basis:
• Consent (via cookie banner for analytics cookies)
• Legitimate interests (essential website functionality)

For more information, please see our Cookie Policy.

 

Cookies and Analytics

We use cookies to:

• Ensure website functionality
• Analyse website traffic (Google Analytics)
• Improve user experience

Non-essential cookies are only placed with your consent via our cookie banner.

You can manage your cookie preferences at any time.

 

Changes to This Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.

 

If you have any questions about this Privacy Notice or your personal data, please contact us using the details provided above.

Yorkshire Artspace Society Limited
12/02/2025