Ludlow Arts: Word

Ludlow Arts: Word

Data protection, cookies and complaints policy

This is a summary data protecton policy.
Download the full policy HERE (8pp pdf file). This has been adopted temporarily from our sister site Ludlow Arts: Classical. Adiscrete version for Ludlow Arts: Word is in preparation.


The Group consists of voluntary organizations run, almost entirely, by volunteers: secretaries, membership secretaries, treasurers, etc.

In order to operate, the Group needs to gather, store and use personal information about individuals.

These can include members, subscribers, employees, artists, contractors, suppliers, volunteers, audiences and potential audiences, business contacts and other people the Group has relationships with or regularly needs to contact.


This Data Protection Policy applies to:

  • The following participants of Ludlow Arts: Word for all purposes including membership and subscription administration:

  • - None
    - other participants may join in due course.

  • The following participants of Ludlow Arts: Word for the purposes of event publicity only:

  • - all Ludlow Arts: Word participants, some of which may also have other systems subject to separate policies.

  • Everyone processing personal data in accordance with this Policy.
  • All personal data held under this Policy.
  • In this Policy document Ludlow Arts: Word has the meaning defined above and is referred to in this document as ‘the Group’.

    Legal basis for holding data

    The legal basis for holding personal data is:

  • Contract: We need to hold the data to supply the services we provide, and/or
  • Consent: Individuals consent to data being held so they may be informed of events being promoted.
  • Types of data held

  • Online databases;
  • Electronically held data on processors personal computers;
  • Email address lists;
  • Paper records including manuscript application forms.
  • Sources of data

  • Online forms;
  • Paper application forms;
  • Where data may legitimately continue to be held under this policy, from legacy data systems.
  • Data processing principles

    We collect and hold personal data under the following principles:

  • Fairness, lawfulness and transparency;
  • Explicit and limited purposes;
  • Accuracy and being up-to-date;
  • Security and for no longer than necessary.
  • Rights of individuals

    Under the Regulations individuals have specific rights:

  • to be informed of the data held;
  • to have access to the data held;
  • to have their data rectified or updated;
  • to object to their data being held;
  • to having their data erased;
  • to restrict the processing of their data.
  • Individuals also have a right to make a complaint to the Data Commissioner HERE.

    Enquiries about data protection issues should be made to the Administrator:

    Use of cookies

    Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

    Our website, does not use cookies.


    We encourage people to bring to our attention shortcomings in the services we provide and the way in which we provide them. We will try to act upon criticism and advice whenever we can. We will investigate any complaints fully. We will try to deal with them informally if possible but it may be necessary to:

  • retain details of the complaint and the complainant;
  • communicate the nature of the complaint to anyone who is complained about.
  • However we will not do this without the consent of the complainant, and will retain the information only for the purpose of investigating the complaint.


    This Policy does not cover:

  • data held otherwise than described in the 'Application' section above;
  • any links within this website linking to other websites. We encourage you to read the data protection and privacy statements on the other websites you visit.
  • Changes to this Policy

    We keep our Policy under regular review. It was last updated on 14 March 2018.

    How to contact us

  • Telephone: 01584 876141
  • E-mail:
  • Post: Glebe House, Caynham, Ludlow, SY8 3BN

  • Ludlow Arts: Word website