Privacy Notice

The VC Gallery is a registered charity in England and Wales, charity number 1172407. Our registered office is 30 Augustine Way, Haverfordwest, Pembrokeshire, SA61 1NY.

For the purposes of UK data protection law, The VC Gallery is the controller of personal information that it decides how and why to use.

Depending on how you interact with us, we may collect information such as:

• your name, contact details and the contents of messages you send us;
• information you provide when asking about, attending or taking part in our activities and services;
• volunteering, fundraising, event or employment-related information;
• donation information and records of our communication with donors;
• photographs, video or other media where appropriate permission has been obtained;
• technical information about how our website is used, such as device, browser and security information; and
• other information you choose to provide to us.

Some information may be especially sensitive, for example information about health, disability or support needs. We only use this type of information where there is a proper reason to do so and where data protection law allows it.

We may use personal information to:

• respond to enquiries and keep in touch with people who contact us;
• provide, organise and improve our charitable activities, workshops, events and support;
• manage volunteers, staff, supporters, donors and fundraising activities;
• keep appropriate safeguarding, incident and health and safety records;
• administer donations and meet accounting, regulatory and legal obligations;
• operate, protect and improve our website and online services;
• send updates or fundraising communications where we are allowed to do so; and
• establish, exercise or defend legal rights where necessary.

Our legal basis will depend on the situation. It may include our legitimate interests in running and improving the charity, complying with a legal obligation, taking steps at your request, protecting someone's vital interests, or your consent. Where special-category information is involved, we also identify an additional condition permitted by UK data protection law.

We do not sell personal information. We may share information where necessary with trusted organisations that help us operate, such as website hosting and IT providers, email and communications services, payment or fundraising providers, professional advisers and organisations working with us to deliver a service.

We may also share information with public authorities, safeguarding bodies, emergency services, regulators or other organisations where the law requires or permits us to do so, including where this is necessary to protect someone from serious harm.

Our website may include services provided by organisations such as YouTube or Facebook. Where those services involve optional tracking or third-party content, we aim to load them only in accordance with your choices and applicable privacy rules.

Some of the organisations that provide services to us may process information outside the UK. Where this happens, we take reasonable steps to make sure that appropriate legal safeguards are in place.

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, and for any legal, accounting, safeguarding or regulatory requirements that apply afterwards.

The exact period depends on the type of record. We consider the purpose of the information, how sensitive it is, whether it is still needed and any legal or regulatory retention requirements.

Depending on the circumstances, you may have the right to:

• ask for a copy of personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information in some circumstances;
• ask us to restrict how information is used;
• object to certain uses of your information;
• receive certain information in a portable format; and
• withdraw consent where we rely on consent.

To exercise a right, contact us at admin@thevcgallery.com. We may need to confirm your identity before acting on a request.

If you are concerned about how we have used your personal information, please contact us first so that we can investigate and respond.

You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. Visit the ICO complaints page.

We may update this notice when our services, website or legal obligations change. The date at the top of this page shows when it was last updated.