CONSTITUTION & POLICIES

Art Life Society Constitution

'When the practice of making art comes into our lives, it becomes a part of who we are for life.'

co-founder Penelope Rose Anderson 2020.

Aim

The Art Life Society is a non-profit making body whose aim is to encourage interest in and practice of the visual arts. This includes the many forms of drawing, paintings, 3-D and print.  It is to provide opportunities to exhibit and participate in art-related events and activities.

Committee members

The Art Life Society has the following committee members:

Co-chair:  Julie Peace

Co-chair:  Bill Rogers

Secretary: vacant

Treasurer: Paul Munkenbeck

Communications Officer: Penelope Rose Anderson

The Committee members for each year shall be elected at the AGM in the month of March.

Responsibilities

The Committee is responsible for running the Art Life Society and shall meet as and when necessary.

The Chairperson shall have the authority to call a Committee Meeting giving not less than 28 days’ notice.

Quorum 

(Quorum - the minimum number of members of an assembly or society that must be present at any of its meetings to make the proceedings of that meeting valid).

3 Committee members which must include the chair and the treasurer and 1 member, shall form the Quorum where by The Chair shall have the deciding vote. 

The Committee shall have the power to legislate on any point not provided for in this Constitution.

The Committee shall have the power to co-opt persons onto the Committee as it deems necessary.

All equipment and other assets of the Society shall be vested in the Committee.

Communication

All persons interested in ALS are able to sign up to the Newsletter and are added to the mailing list via the trusted platform mailchimp. 

Membership

Please note: Some regular events are open to non-members and members. 

The membership year and annual program of events and exhibitions run from 1st April to 31st March. Any person over 18yrs may become a member and, having paid the annual subscription, shall have the opportunities to participate in exclusive events and exhibit with ALS. 

Events organized under the banner of the ‘Art Life Society’ are opportunities to attend free and fee-paying; art-related events, exhibitions, demonstrations by guest artists/art tutors, and social events organized by the committee. 

Annual Subscriptions

The subscription is currently £5 per year.  Subs are due by the 31st March each year. If paid near the month of March to subs will be counted toward the year ahead and valid until the 31st March the following year.

Subs can be paid at any time.

To exhibit or attend special member only events, persons must be a members of the Art Life Society.   

Subs are reviewed each year at the AGM by the Committee at an amount that will cover the Art Life Society's running costs as far as possible but consistent with the Society's current/forecast financial position.

Accounting

The Treasurer shall be responsible for the day-to-day accounting of the Society's finances and will prepare and present a set of accounts at the AGM. The financial year runs from 1st April to 31st March. 

Accounts

The Treasurer holds a Cash Box and Bank Account

Metro Bank

Name of Account: Art Life Society

And maintain the overall bookkeeping of accounts. 

Acknowledgment

The name ‘Art Life Society’ was suggested by Julie Peace to the founder Penelope Rose Cowley in December 2019. Many thanks are given to Julie for the recommendation.

Winding Up of the Society

In the event that the Society is wound up, for any reason, the responsibility for the disbursement of funds and all other assets rests with the Committee. End of Constitution

 artlifesociety2021@gmail.com

Equality and Diversity Policy

Aims

Art Life Society is open to all. We aim to BE KIND and have an atmosphere of friendship, respect, and care for each other. In particular, we aim to treat every member equally, regardless of their age, disability, gender reassignment, gender identity, marriage or civil partnership, pregnancy or maternity, ethnicity, race, religion or beliefs, or sexual orientation. 

Accessibility

All our meetings and events are held in venues that are accessible to wheelchair users. When there are more than 40 people at an event we aim to use a PA system and a hearing loop.

We are committed to ensuring any member is able to attend our activities, we will our access requirements to meet the needs of all our members.

Diversity

Our Art Life Society belongs to all members. We aim to organize a range of events and activities to suit the interests of the members with regard to visual art, demonstrations, and exhibitions. 

Inclusion and respect

Every member of the Art Life Society should be made to feel equally welcome and included at meetings and events they attend.

Sexist, racist, homophobic, transphobic, or otherwise offensive and inflammatory remarks and behaviour are not acceptable. These constitute harassment and have no place in the Art Life Society.

Dealing with discrimination and harassment

If any member feels they have been discriminated against by the society or harassed at a society event they should raise this with the committee by emailing artlifesociety2021@gmail.com 

The committee will investigate the complaint, listening to all members involved. (If the complaint is against a committee member, that member will not be part of conducting the investigation).

If the complaint is against a particular individual, this person will have the opportunity to express their point of view, accompanied by a friend. The person making the complaint will also have this opportunity.

If the complaint is against the society as a whole, the Committee must work to ensure that such discrimination is not repeated in the future and must inform the members of how they propose to do this.

Any decision to exclude a person from the organization due to discriminatory or harassing behaviour will be made with reference to the society's constitution. The society will support people who feel they have been harassed or discriminated against and will not victimize or treat them less well because they have raised this.

This policy was adopted at a meeting of Art Life Society on 2nd March 2020 and will be reviewed at least every 2 years.

PRIVACY POLICY

Last updated  09.09.2025
In line with GDPR (General Data Protection Regulation)


This privacy notice for Art Life Society ('Company', 'we', 'us', or 'our'), describes how and why we might collect, store, use, and/or share ('process') your information when you use our services ('Services'), such as when you:
Visit our website at linktr.ee/artlifesociety, or any website of ours that links to this privacy notice

Engage with us in other related ways, including any sales, marketing, or events
Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at artlifesociety2021@gmail.com.


SUMMARY OF KEY POINTS

This summary provides key points from our privacy notice.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with Art Life Society and the Services, the choices you make, and the products and features you use.

Do we process any sensitive personal information? We do not process sensitive personal information.

Do we receive any information from third parties? We do not receive any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties.

How do we keep your information safe? We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by requesting your data by email to artlifesociety2021@gmail.com. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what Art Life Society does with any information we collect? Read on, and if you have any questions please email us artlifesociety2021@gmail.com


1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.


Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
names
phone numbers
email addresses
mailing addresses
contact preferences
contact or authentication data


Sensitive Information. 

We do not process sensitive information.


Payment Data. We may collect data necessary to process your payment if you make purchases or pay for memberships, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is stored by 'Stripe' or by 'Sum-up' contactless machine. You may find their privacy notice link(s) here: https://stripe.com/gb/privacy or here for Sum-up https://www.sumup.com/en-gb/privacy/

If you prefer Payments can be made in person in cash or direct to the art life society back account via BACs please contact  artlifesociety2021@gmail.com 

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

If you would prefer to make cash payments for memberships registration fees and have your data saved on paper (not electronically) please email artlifesociety2021@gmail.com we will be able to make arrangements for this at our next event or upon the delivery of your artwork for the next exhibition.


2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including: 

To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.

To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.

To deliver a members only Newsletters to your email provided. To share information about events, exhibitions and art related activates. In general we encourage you to sign up to our general mailchimp Newsletter open to non-members and members which you can find here - linktr.ee/artlifesociety Mailchimp privacy rights are outlined here: https://mailchimp.com/about/privacy-rights/

To be able to contact via your mobile contact. To ensure good communication at art related activates via text, WhatsApp's or calls

Your address is required in cases where you are unable to collect your artwork. We do not deliver artworks home as standard, but we help if the circumstances require us too.


3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:
Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Email us artlifesociety2021@gmail.com to find out  more.

Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:

Send users information about special offers and discounts on our products and services

Analyse how our Services are used so we can improve them to engage and retain users

Support our marketing activities

Diagnose problems and/or prevent fraudulent activities

Understand how our users use our products and services so we can improve user experience

In order to encourage you to join in with the Art Life Society's art related activates.

In order to safe guard your artworks and last minute changes at events.


*Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.


4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We will never share your personal information. Apart from* see above. i.e in cases of emergency with medical professionals or Police.


5. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

7. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18. If we learn that personal information from users less than 18 years of age has been created or collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at artlifesociety2021@gmail.com.

8. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: In some regions, such as the European Economic Area (EEA) and United Kingdom (UK), you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

In some regions (like the EEA and UK), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us artlifesociety2021@gmail.com.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us artlifesociety2021@gmail.com.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us artlifesociety2021@gmail.com. You will then be removed from the mailing list/s. However, we may still communicate with you to confirm your request.

If you have questions or comments about your privacy rights, you may email us at artlifesociety2021@gmail.com.

9. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

10. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the 'Shine The Light' law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request to artlifesociety2021@gmail.com

If you are under 18 years of age, reside in California, and have a registered account with Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g. backups, etc.).

11. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated 'Revised' date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at artlifesociety2021@gmail.com.


13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

You have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please visit: artlifesociety2021@gmail.com.

This privacy policy was created using Termly's Privacy Policy Generator.