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Guild of Media Arts, York 


 1. Your personal data – what is it? 

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).


 2. Who are we? 

The Guild of Media Arts is the data controller.  This means it decides how your personal data is processed and for what purposes. The officer of the Guild responsible for compliance with the regulations is the Clerk. (contact details below)


 3. How do we process your personal data? 

The Guild of Media Arts complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.


In particular we will use your data to

  • To administer membership records;

  • To fundraise and promote the interests of the charity;

  • To manage our resources, human and economic;

  • To maintain our own accounts and records;

  • To inform you of news, events and activities.


 4. What is the legal basis for processing your personal data? 

Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about Guild events and activities and opportunities that are relevant to the sector.

 5. Sharing your personal data 

Your personal data will be treated as strictly confidential and will only be shared with other members of the Guild in order to carry out a service to other Guild members or for purposes connected with the Guild. We will only share your data with third parties with your consent.


 6. How long do we keep your personal data? 

As a membership organisation we rely on the subscription income of our members, which is due on an annual basis. The data of lapsed members is retained to enable us to send renewal reminders, and is removed after one year.


 7. Your rights and your person al data  

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of your personal data which the Guild holds about you;

  • The right to request that the Guild corrects any personal data if it is found to be inaccurate or out of date;  

  • The right to request your personal data is erased where it is no longer necessary for the Guild to retain such data;

  • The right to withdraw your consent to the processing at any time

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to lodge a complaint with the Information Commissioners Office.


 8. Further processing 

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

 9. Contact Details 

To exercise all relevant rights, queries of complaints please in the first instance contact the Clerk, Guild of Media Arts at or contact us using the chat icon or contact form.


You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


Note: We declared the following purposes when we formed the Guild as a not-for-profit Community Interest Company: -

  • The company’s activities will benefit all residents of York and the surrounding areas, as well as all those involved or interested in the cultural and creative industries both in the City of York and the surrounding areas and further afield.

  • We will organise events and provide forums for the exchange of information and expertise relating to the cultural and creative industries.

  • We will promote a festival or festivals that attract an international audience.

  • We will support a York Cultural Education Partnership.

  • We will establish mechanisms such as apprenticeships, sector exhibitions, and promotional tools for the sector.


Chris Bailey

Clerk, Guild of Media Arts


 Approved: 22 August 2018 

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