Carshalton Artists

Privacy Policy

Last updated: May 2026

 

1. Who we are

Carshalton Artists LTD is a non-profit, community arts organisation based in Carshalton, Surrey. We organise the Carshalton Artists Open Studios (CAOS) event and operate a website and mobile app to support it.

We are the data controller for the personal information described in this policy. You can contact us at: carshaltonartistsopenstudios@gmail.com

 

2. What personal data we process and why

We process personal data in two contexts:

 

a) Data about participating artists

When artists register to participate in CAOS, we collect:

• Name and contact details

• Artwork images and portfolio information

• Venue address (for Open Studios host locations, displayed at the street level without identifying individual hosts by name)

 

This information is used to:

• Administer the event and communicate with participants

• Publish artist and event information on our website and mobile app so visitors can find and attend studios

 

The lawful basis for this processing is consent. Artists provide this information voluntarily when registering for the event.

 

b) Data collected automatically via the app

The Carshalton Artists LTD app (available on Android and iOS) may automatically collect the following when you use it:

• Device identifiers: A unique identifier associated with your device, used for basic app functionality and to help us understand how the app is being used.

• Approximate location data: If you grant location permission, the app uses your location to show nearby studios on a map. Location data is not stored by us beyond your current session.

 

The app does not require you to create an account or log in. No personal profile is created for app users.

The lawful basis for this processing is our legitimate interests in operating a functional event guide app, balanced against your right to privacy.

 

3. Who we share your data with

We do not sell, rent, or trade your personal data. Your data may be shared with the following service providers only to the extent necessary to operate our services:

 

1. Google: Registration data is collected via Google Forms and stored securely on Google Cloud, accessible only via the Carshalton Artists Open Studios account.

2. Wix: Our website is hosted on Wix. Artist and event data published on the website is stored on Wix’s secure servers.

3. Apple / Google Play: The app is distributed via the Apple App Store and Google Play Store. These platforms have their own privacy policies and may collect data in connection with the distribution and operation of apps on their platforms.

 

All third-party providers are required to handle data in accordance with UK data protection law.

 

4. Photography and video at events

CAOS event organisers may engage photographers and videographers at the event for marketing purposes. Images and video may be used in future Carshalton Artists marketing, including on our website and social media.

If you do not wish to be photographed or filmed during CAOS, you can opt out at any time by emailing carshaltonartistsopenstudios@gmail.com

 

5. How long we keep your data

We retain artist registration data for as long as necessary to administer the event you have registered for, and for a reasonable period afterwards for administrative and historical records. App usage data such as device identifiers is not retained beyond what is necessary for the app to function.

You can request deletion of your data at any time by contacting us (see Section 7).

 

6. Security

We take reasonable steps to protect your personal data. Our service providers (Google, Wix) implement industry-standard security measures including SSL encryption, password protection, firewalls, and disk-based encryption.

However, no method of transmitting or storing data over the internet is completely secure. You use our services at your own risk, and we cannot guarantee absolute security.

 

7. Your rights

Under UK GDPR and the Data Protection Act 2018, you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request deletion of your data

• Object to or restrict how we process your data

• Withdraw consent at any time (where consent is the lawful basis)

 

To exercise any of these rights, please contact our data protection lead, Alan Sherriff, at: carshaltonartistsopenstudios@gmail.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you believe your data has been handled unlawfully.

 

8. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are significant, we will notify registered participants by email. The current version will always be available on our website and within the app.

 

Carshalton Artists Open Studios · carshaltonartistsopenstudios@gmail.com · carshalton.art