Privacy Policy

The Forge ArtSpace Privacy Notice

We collect personal information in order to provide a range of services including exhibitions, workshops and special use venue hire. We collect this information in line with the following guiding principles:

  1. We process all personal information in compliance with relevant laws.
  2. We process personal information only for legitimate purposes and as described in this Privacy Notice.
  3. We make every reasonable effort to keep your personal information secure, accurate and up to date.
  4. We keep personal information only for as long as is necessary to achieve the purposes for which your personal data is processed.
  5. We never sell personal information.
  6. We only share your personal information with third parties when we need to and with your consent; we do this in order to deliver the services you have signed up for.

This Privacy Notice sets out our approach to managing your personal information.

What is personal information? 

Personal information is any information which identifies a living person.  This includes information such as an individual’s name and address, as well as information that can be used to identify or make attributions to a data record identifying a person, for example race, ethnicity, criminal convictions and so on.  (For a detailed definition or a full explanation of personal data aspects, please see the UK ICO website, or the Data Authority guidance in your jurisdiction).  

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics for example, name and contact details including email addresses
  • Website use information, including cookies, location data and online identifiers such as IP addresses

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To enter into an Exhibitor’s Agreement
  • To enter into a Special Use Venue Hire Agreement
  • To register for an event using our online event booking service
  • To register an account in our online shop
  • To sign up to our mailing list

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Analytical usage data from third parties who provide and monitor the platform by which our event bookings and online retail offering are delivered. This data is used to manage our demand strategy.
  • Analytical data from third parties who provide our business with website, email, and CRM services. This data is used to inform our support, marketing and CRM strategies.  It helps us to identify who our clients are, what needs they have and what is useful in terms of what we post and share.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • (a) your consent. You give us consent to collect, process and store your data when you sign up for an account on our website. You are able to remove your consent at any time which will also result in your account being deleted. You can do this by contacting This email address is being protected from spambots. You need JavaScript enabled to view it.
  • (b) contractual obligation. You and The ForgeArtSpace have entered into a contract, for which we require processing of personal information to fulfil.
  • (c) vital interest of individuals. We are required to process personal data in order to protect yourself or someone for whom you are a guardian, for example health information for workshop or event attendees.
  • (d) legitimate interest. We use analytical data to improve our website, shop and event offerings.

How we secure and store your personal information 

Security policies, rules and technical measures have been implemented to protect your personal information from unauthorised or improper use and from accidental loss. All employees and data processors that have access to, and are associated with, the processing of your personal information are legally obliged to respect the confidentiality of your data and are bound by contract to do so.

We keep: 

  • Artists, Exhibitors and Makers: Personal identifiers, contacts and characteristics (for example, name and contact details including email addresses) for the duration of the performance period of the contract between us and you. Following the close of an exhibition, or the last promotion or expression of interest, data is kept for 36 months.
  • Workshop and Event Attendees: Personal identifiers, contacts and characteristics (for example, name and contact details including email addresses) for the duration of the performance period of the contract between us and you, including the duration of your membership account. For non-members we expect this period to be from the point of advertisement to six months following the completion of the workshop or event.
  • Website use information (including cookies, location data and online identifiers such as IP addresses) for as long as they are required to deliver the services we provide. This can be as short as a few minutes (for example session cookies), and as long as a few years (functional cookies).  When you close your member account, we will delete the data we hold.

Cookies

Cookies are small text files which enable enhanced web browsing. Session cookies help our website and shop to work properly and securely; personalisation and tracking cookies allow our website to save your preferences and track your movements so that you have a personalised shopping experience.

You will be asked to consent to storing cookies on your device when you use our website. Please be aware that parts of the website may not function correctly if you disable cookies. If you'd like to disable cookies on your device, please visit ‘Managing Cookies’ at www.aboutcookies.org for more information on how to do so.

How we dispose of your information 

We take the following actions to securely dispose of your personal information:

  • removing your data from our databases
  • anonymising and cleaning any data that we have to retain for historical or regulatory purposes (for example artist information and financial data)
  • notifying our providers that any user information should be deleted (for example our website host)
  • following up with our providers to ensure that your data has been deleted
  • securely destroying any printed or manual documentation. 

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access: you have the right to ask us for copies of your personal information. 
  • Your right to rectification: you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. if you wish to make a request.

Complaints

If you have any concerns about our use of your personal information, you can make a complaint to us in writing to:

Postal Address: The Forge, Middle Street, Shere, GU5 9HF
E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. 

The ICO’s address:            

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113  or  ICO website: https://www.ico.org.uk

Privacy Notice Information

The ForgeArtSpace operates under Shere Manor Estate as the Data Controller, registration number ZA235179.

Our Privacy Notice is published on our website at: forgeartspace.com

Date of last Privacy Notice review and update: 23 November 2020

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The Forge, Middle Street
Shere, Guildford. GU5 9HF

Forge ArtSpace

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