Reviewed November 2023
Reviewer Veronica Ricks
Heatherleys School of Fine Art (“the school”) is a data controller and committed to protecting your personal data and working in accordance with all relevant Data Protection legislation.
We use your data to keep in touch with you as students, alumni (lifelong members of the school) and supporters, to keep you informed of our activities and developments, to provide services to you, and to identify ways in which you may wish to support us through financial or non financial support.
We ensure that everything we do with student, alumni and supporters information is as clear and transparent as possible. We have always kept student, alumni and supporter information data secure.
What data do we hold?
The school may hold data relating to you from various sources. For instance, we hold data which you have provided to us during your time as a student, when you completed one of our enrolment forms, attended an event, made a donation or engaged with us in any other way. If you are, or have been, a student at the school your data will be transferred to our alumni database when you leave.
Our records may include details of your education, biographical information such as your date of birth or marital status, your contact details which we update when you tell us they have changed or personal details, for example disability or other health issues you have informed us about.
How do we use your data?
The school primarily uses your data to communicate with you about enrolment, course information, exhibitions and events and in support of our fundraising programme which is becoming an important element of our charitable work.
We are required to conduct due diligence checks before accepting major donations which includes reviewing publicly available data including criminal convictions. Communications may be sent to you by post, telephone, email, text, or other electronic means (for example through social media) depending on the communication preferences you have shared with us.
Sharing your data
We facilitate communication between individual students and alumni of the school but in doing so we do not release personal contact details without prior permission.
Depending on constraints set by you and which you may change at any time, we may share data on a considered and confidential basis, where appropriate with:
● Volunteer partners closely related to us (e.g. school trustees, development board members, student representatives)
● Contractors providing services to you on our behalf or services to us (our data processors)
We do NOT sell data to third parties. We will never share your data with anyone to allow other charities to contact individuals.
How do we protect your data?
Your information and electronic data is held securely and is accessible only to a limited number of school administrative staff.
Your rights and preferences
The legal basis for processing your personal data is your consent, where you have provided this, and otherwise our legitimate interest. There is no statutory requirement for you to provide us with any personal data. The school may contact you by post unless you request otherwise, and by telephone, text, email or other electronic means as you have previously consented. If you no longer wish to receive communications from us by post, telephone, email, text or other electronic means, please contact the school office at 02073514190 or firstname.lastname@example.org. We will retain your data indefinitely or until you request us to do otherwise. If you ask us to delete your data, we will maintain a skeleton record comprising your name, subject of study, year of graduation where appropriate and date of birth to ensure we do not inadvertently contact you in the future. We may also need to retain some financial records for statutory purposes (for example Gift Aid).
You have the right to:
- withdraw your consent at any time.
- see or delete the data we hold about you.
- object to specific data uses
- object to receiving communications and direct marketing
- ask for the transfer of your data to a third party.
- lodge a complaint with the Information Commissioner’s Office at