PRIVACY POLICY (POPIA COMPLIANT)

BARBERTON INNOVATIVE ARTIST SOCIETY (BIAS)

PRIVACY POLICY (POPIA COMPLIANT)

1. OUR COMMITMENT TO YOUR PRIVACY

Barberton Innovative Artist Society (BIAS) respects your right to privacy and is committed to protecting the personal information we collect in line with South Africa’s Protection of Personal Information Act (POPIA).

We collect and use personal information responsibly, transparently, and only for legitimate purposes connected to our work in arts, community development, and sustainability.

2. WHAT INFORMATION WE COLLECT

We may collect personal information such as:

• Full name and surname
• Email address
• Phone number
• Physical or postal address
• ID number (when legally required)
• Artist portfolios, photos, or biographies
• Grant or programme application details
• Donation information
• Photos or videos from events (with consent)

3. WHY WE COLLECT THIS INFORMATION

We collect personal information to:

• Communicate with artists, partners, and the public
• Process applications, registrations, and funding requests
• Manage projects and programmes
• Share updates, exhibitions, and opportunities
• Meet legal and reporting obligations
• Improve our services and community impact

We will never collect more information than necessary.

4. HOW WE PROTECT YOUR INFORMATION

BIAS takes reasonable steps to keep personal information safe, including:

• Secure digital storage
• Limited access to authorised persons only
• Password protection and data controls
• Safe handling of physical documents

We work to prevent loss, misuse, unauthorised access, or disclosure.

5. SHARING OF INFORMATION

We do not sell personal information.

We may share information only when:

• Required by law
• Necessary for project partners or funders (with safeguards)
• You have given consent

Any third parties are required to protect your information responsibly.

6. YOUR RIGHTS

Under POPIA, you have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion where appropriate
• Withdraw consent (where applicable)
• Ask how your data is being used

We will respond to requests within a reasonable time.

7. COOKIES AND WEBSITE DATA (if applicable)

Our website may use basic cookies to improve user experience and website performance.
Cookies do not collect personal information unless you choose to provide it.

8. PHOTOS, ARTWORK & MEDIA

We may take photographs or videos at events, workshops, or exhibitions for promotional and educational purposes.

Where individuals are clearly identifiable, we will seek consent whenever reasonably possible.

9. HOW LONG WE KEEP INFORMATION

We keep personal information only as long as necessary to:

• Fulfil the purpose it was collected for
• Meet legal and reporting obligations

After this, information is securely deleted or destroyed.

10. CONTACT DETAILS FOR PRIVACY MATTERS

If you have questions, requests, or concerns about your personal information, please contact:

Privacy Officer: Retha Olivier
Organisation: Barberton Innovative Artist Society (BIAS)
Email: _retha@barbertoninnovativeartistsociety.co.za
Phone: +27662219014

11. POLICY UPDATES

This policy may be updated from time to time to remain compliant with laws and best practices.
Any changes will be posted on our website.

Approved by:

Barberton Innovative Artist Society (BIAS)