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Version               1.0

Date issued        15/01/2024

Changes              Initial publication

Approved by       Trustees  



Articulate is committed to respecting your privacy and personal information. This policy explains how and why we use your personal data. Articulate will only collect and use your data for specific purposes and will not keep it longer than is necessary.


  1. Definitions

Articulate means the Art & Craft community club based in Bath registered as Articulate!.  References to we, our and us in this statement mean the Articulate club.

Personal data is information about a person which is identifiable as being about them.  It may be stored electronically or on paper and can also include written information, such as name and address, as well as photos, images and audio recordings.


Data protection is about how we protect the rights and privacy of individuals and comply with the law.  The relevant law is The Data Protection Act 2018 (The UK’s implementation of the General Data Protection Regulation (GDPR)) which sets out that personal data must be used fairly, for specific purposes and only kept as long as is necessary. 


Sensitive information includes further types of information such as a person’s race, health and/or religious information and is subjected to stronger legal protection.  Articulate does not routinely request or hold sensitive information.


2. Responsibility

Overall responsibility for data protection lies with the trustees, who are responsible for overseeing activities and ensuring this policy is upheld.

All trustees, committee members and volunteers are responsible for observing this policy, and related procedures, in all areas of their work for the organisation.Data protection procedures are available from the committee and will be shared with all volunteers each year and all new volunteers when they start their role.

3. Policy statement

  • We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with GDPR and other relevant legislation.

  • We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need. 

  • We will only collect, store and use data for:

    • purposes for which the individual has given explicit consent, or

    • purposes that are in our group’s legitimate interests, or

    • contracts with the individual whose data it is, or

    • to comply with legal obligations, or

    • to protect someone’s life, or

    • to perform public tasks.

  • We will provide individuals with details of the data we have about them when requested by the relevant individual.

Please submit requests via the email enquiry form on our website: Contact Articulate Art & Craft Club (

  • We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.

Please submit requests via the email enquiry form on our website: Contact Articulate Art & Craft Club (

  • We will endeavour to keep personal data up-to-date and accurate.

  • We will store personal data securely.

  • We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.

  • We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.

  • To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.                                                                                                                                                                                                                                                                                                                                              4. Review

This policy will be reviewed every two years or sooner if necessary due to changes in club processes or legislation.

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