Privacy Policy

1. Who we are

AN: Artists Information Company, trading as Artists Now, (“we”, “us”, “our”) is the Data Controller for the personal data we collect and process.

Registered office: Studio 19, High Bridge Works, 31–39 High Bridge, Newcastle upon Tyne NE1 1EW

Company registered in England and Wales No. 1626331

Email: membership@artistsnow.com

Telephone: +44 (0)300 330 0706

Website: artistsnow.com

Data protection lead: David Farrow david.farrow@artistsnow.com

We are responsible for ensuring that your personal data is processed lawfully, fairly and transparently in accordance with the UK GDPR and Data Protection Act 2018.

2. What data we collect

Website and analytics data

  • IP address
  • Device and browser information
  • Usage data (pages visited, interactions, geographic region)
  • Cookie identifiers

Account and membership data

  • Name, address, contact details
  • Login credentials
  • Application information
  • Membership status, history and activity
  • Payment history
  • Information voluntarily added to your account

Former members (lapsed, expired or past members)

  • If your membership ends, we retain certain personal information for legal, financial and administrative purposes. You may continue to access your online account to view your details or renew your membership. We may send limited renewal reminders or information about rejoining under our Legitimate Interests, unless you opt out.
  • We will not send essential membership administration emails once your membership has ended. We retain some information for Legal Obligation purposes, including tax, accounting and insurance requirements. If you do not renew, we will retain your data only for as long as necessary in line with our retention schedule.

Financial data

  • Bank details
  • Payment details (processed securely by third‑party providers; we do not store card details)

Images

  • Photographs taken at events or provided for publication

Equal Opportunities data

  • Equal opportunities information is collected separately from membership records and used only for aggregated statistical reporting. Access is restricted and reports are produced in anonymised form wherever possible.
  • We do not generally collect special category personal data unless required for equality monitoring, accessibility requirements, or where necessary for insurance administration.

3. How we collect your data

We collect personal data through:

  • Website forms and cookies
  • Account creation and membership processes
  • Event registrations
  • Email and telephone communication
  • Third‑party processors acting on our behalf

4. How we use your data and lawful bases

We process your personal data only where a lawful basis applies.

Purpose

Lawful basis

Description

Operating and securing our website

Legitimate Interests

To ensure functionality, security, availability,  performance and effective operation of our website

Managing accounts

Legitimate Interests

To maintain user accounts and provide information

Administering memberships

Contract

To deliver membership services and benefits

Sending member updates

Legitimate Interests and applicable electronic marketing rules

To keep members informed about relevant opportunities

Non‑membership marketing

Consent

Sent only if you opt in

Renewal reminders

Legitimate Interests

To maintain continuity of membership and inform lapsed/expired members about opportunities to rejoin

Processing payments

Contract

To collect membership fees and other payments

Administering insurance benefits

Contract

To activate and manage your insurance cover

Legal and financial retention

Legal Obligation

To meet tax, accounting and insurance requirements

Certain information is required to administer memberships and provide associated benefits. If you do not provide this information, we may be unable to process your application or provide membership services.

We do not use your data for automated decision‑making or profiling that produces legal or significant effects. We may use automated tools for fraud detection, analytics or account security, but these do not produce legal or significant effects.

We do not sell your personal data.

5. Membership communications

  • Essential service emails - Required to administer your membership (e.g., renewals, payment issues, governance updates, account security). Opt‑out: Not permitted while membership is active.
  • Member updates - Information about membership benefits, events, resources, programmes, campaigns and exclusive offers. Opt‑out: Anytime via your account or email link.
  • Non‑membership marketing - Unrelated commercial promotions or third‑party advertising. Opt‑out: Withdraw consent at any time.

6. Sharing your data

We share your data only with trusted third‑party processors who support our operations and process personal data solely on our instructions. These organisations are contractually required to protect your information and comply with UK GDPR. 

Our main processors include:

  • Payment processors — Processing direct debit and card payments e.g. GoCardless, Barclaycard
  • Our CRM provider — Membership and account management system
  • IT and website providers — Hosting, maintenance and technical support
  • Insurance provider — Administration of your membership insurance benefit
  • Accountants and auditors — Financial, regulatory and compliance support

These organisations process your data only to provide services to us. We do not permit them to use your data for their own purposes, and we do not share your data with any third party for marketing.

7. Insurance benefit

Membership includes insurance cover provided by an independent insurer. We share only the information reasonably required to administer and provide the insurance benefit.

Data shared

  • Name
  • Membership status
  • Membership start and end dates
  • Eligibility information
  • Any details required to administer your cover

Claims handling

If you make a claim, you provide information directly to the insurer. They act as a separate Data Controller and process your data under their own Privacy Notice. We do not receive or store medical or special category data relating to claims.

Marketing

We do not share your data with the insurer for marketing purposes.

8. International transfers

Some of our service providers may process personal data outside the UK or EEA. Where this occurs, we ensure appropriate safeguards are in place, including adequacy regulations, the UK International Data Transfer Agreement (IDTA), or other approved transfer mechanisms.

9. How we protect and store your data

We use appropriate technical and organisational measures to protect your data, including:

  • Secure servers and encrypted systems
  • Access controls and authentication
  • Staff training on data protection
  • Secure disposal processes

While we take appropriate security measures, no method of transmission over the internet or electronic storage is completely secure.

Data retention

We retain:

  • Core membership and financial records for legal, financial and insurance purposes
  • Other non‑essential information for shorter periods, deleted when no longer required
  • Email addresses on suppression lists indefinitely to ensure marketing preferences are respected

Retention periods are reviewed regularly to ensure compliance with data minimisation principles.

10. Your data protection rights

You have the right to:

  • Be informed about how your data is used
  • Access your personal data
  • Correct inaccurate or incomplete data
  • Request deletion (where applicable)
  • Restrict processing
  • Object to processing (including marketing)
  • Data portability
  • Raise concerns with us or the ICO

To exercise your rights, contact us using the details below. We may need to verify your identity before responding.

11. Cookies

We use cookies and analytics tools to improve website performance and user experience. For details on the types of cookies we use and how to manage them, see our Cookie Policy. 
 

12. Contact us

If you have any questions about this Privacy Policy or how we process your personal data, please contact us.

Data protection lead: David Farrow david.farrow@artistsnow.com

13. How to complain

If you have concerns about how we use your data, please contact us first. You may also contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline: 0303 123 1113

14. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

 

Last updated: 07 July 2026