GDPR Compliance Statement

Privacy Policy for the Women’s Caucus for Art (WCA)

The Women's Caucus for Art (WCA) is a Non-Profit Membership Organization for Women in the Visual Arts with 21 Chapters in the United States. Our mission is to facilitate networking and communication among our members, and our Membership Database is our networking platform. On our application form members supply the information they want to share with others.

This Privacy Policy explains circumstances in which we collect information from you and how we use that information. The policy applies to the Women’s Caucus for Art (“we” or “WCA”) website available at:

The General Data Protection Regulation (GDPR) governs how institutions handle their personal data and provides the following rights for individuals:

  • Right to be informed if we are using your personal data
  • Right to get copies of your personal data
  • Right to get your personal data corrected if it is inaccurate
  • Right to get your personal data deleted
  • Right to limit how we use your personal data
  • Right to request a copy of your personal data in a commonly used electronic formation so that you can manage and move it
  • Right to withdraw consent or object to our use of your personal data
  • Right to raise a concern about how we are using your personal data

When Do We Collect Personally Identifiable Information?

We only collect your personally identifiable information—which is information that directly identifies you, such as your name, street address, phone, email address, and other questions on our application form when you knowingly provide it to us. We may gather such information during the following interactions:

•          When you become a member of WCA
•          When you renew your membership or rejoin WCA
•          When you register for a conference, gala, exhibition, or related WCA event
•          When you participate in a WCA survey, whether on the Sites, in person, or offline.
•          When you use your membership ID and password to access WCA’s Online Database
           to network with other WCA members
•          When you make a contribution to WCA

Use of Your Personal Data

Your personal data is processed by the Women’s Caucus for Art (WCA) under the GDPR principle of legitimate business interest. If you engage in business transactions with us, such as a membership purchase or attending a conference, or participate in an exhibition, you may receive occasional follow-up communications via mail or email, even if you have not given explicit permission for this. You always have the right to opt out of these communications.

WCA uses many third-parties to provide services to our members, donors, and customers. (e.g. Mailchimp, Stripe, Paypal, as well as numerous WP plugins to facilitate communications and information, as well newsletter mailings.)

  1. Purpose and scope of notice

This Privacy Notice ("Notice") is intended to explain how your personal information will be handled by the Women’s Caucus for Art ("WCA" "we", "our" and "us") and sets out the information including the personal information detailed below relating to you ("Personal Data") that will be collected and processed by WCA and/or in the context of your engagement with (the "Website") and the membership platform and services provided thereon.

WCA provides a membership database and event management to its members and customers that facilitates administration and organization of these events (Exhibitions, Conferences, Galas, etc) plus the promotion of the events to, and the purchase of tickets to these events by, potential and actual attendees ("Attendees"). In certain circumstances, WCA Event Organizers may be the controller of certain Attendees' Personal Data. Attendees who are a customer of, or otherwise interact through WCA with, any of our Event Organizers are asked to also read Section 8 of this Privacy Notice.

For the purposes of this Notice, the controller of your Personal Data is WCA. If you have any questions or concerns about this Notice, please contact our President, Laura Morrison who can be contacted at [email protected]

  1. Application of this notice

IMPORTANT: Please note that this Notice, while intended to be as complete and accurate as reasonably possible, is not exhaustive and may be updated from time to time in accordance.

This Notice applies to the way we collect and process your Personal Data. Personal Data will be collected and processed during the course of our relationship with you and for a period afterward as may be required by applicable law.

During the course of your dealings with us, we will collect Personal Data:

    • from you: for example, when you communicate with us, sign-up to the WCA as a Member, work with us or supply us with services, when you supply Personal Data via our Website or through WCA, submit an enquiry or request support or when you subscribe to or express an interest in any of our newsletters or mailing lists; and
    • from Event Organizers or other third-party sources: for example, when you are an attendee who expresses an interest in or purchases a ticket to an event promoted by WCA or an Event Organizer under WCA’s umbrella, through software platforms we use for business processes, statutory and regulatory authorities, third party service providers and occasionally some additional sources.

  1. What personal data we process

We may collect and process the following Personal Data; this includes information such as your name, email address, company, phone number and your password, as well as your professional area, or related professional preferences

This includes any other information which is provided to us by you or on your behalf.

  1. Why we process your personal data

It is necessary to process this Personal Data to enter into and perform our contract with you in relation to:

    • your use of the WCA’s membership platform or as an Event Organizer; and
    • your use of the Website and being able to connect to other WCA members

If you do not wish to provide us with your Personal Data for these purposes, we will not be able to enter into or perform our contract(s) with you and you will not be able to avail of WCA’s networking possibilities;

    • To provide you with access to the Website and to allow you to use the online database.
    • To determine, perform and execute the terms on which you will engage with us as an Event Organizer;
    • to process your payments, through our third-party payment providers; and
    • to contact you in relation to any aspect of your membership;
    • To create your account for you to use on the Website;
    • to process your actions through this account; and
    • to otherwise manage and administer your account.

It is also necessary for the purposes of our legitimate interests to process your Personal Data to respond to any queries or requests submitted by you to us.

Before we process your Personal Data to pursue our legitimate interests for these purposes, we determine if such processing is necessary and we carefully consider the impact of our processing activities on your fundamental rights and freedoms. On balance, we have determined that such processing is necessary for our legitimate interests and that the processing which we conduct does not adversely impact on these rights and freedoms.

    • to monitor metrics such as total number of visitors, traffic data and demographic patterns on our Website; and
    • to ensure the content on the Website is presented in the most effective manner for you and your device.
    • To process and respond to any queries or requests you submit to us whether through the Website, by emailing us or otherwise; and
    • to seek your views on the Website and our services.
    • To send you a personal introduction email when you first sign up;
    • to keep you updated with our news; and
    • to send you promotional and marketing material which we believe would be of use or interest to you.

  1. Disclosure of your personal data

WCA does not collect your Personal Data to sell to third parties or other service providers; we are a membership organization which promotes networking among its members. WCA and its members are committed to respect each other’s rights. Members who use WCA data in an unauthorized manner will have their membership revoked.

Other recipients

If such disclosure is necessary, we will share your Personal Data with external advisors such as our lawyers, accountants and auditors, (e.g. donations over $5,000 have to be reported on the 990 Form to the IRS, including your name and address)

  1. WCA transfers of your personal data

We store and process your Personal Data on servers located in the US. Unfortunately, the transmission of information via the internet is not completely secure. Although we will always do our best to protect your Personal Data, we cannot guarantee the security of any information you transmit to us. Any transmission is at your own risk. Once we have received your information, we use strictly maintained physical, electronic and procedural safeguards to prevent unauthorized access.

We do not store or process any of your card or payment information. All payment information is processed by our trusted third-party payment providers.

  1. Retention of your personal data

In general, we expect to keep your Personal Data for as long as you are a WCA Member plus a period of up to 7 years thereafter.

How we store and safeguard your personal data

We care about protecting your information. We are committed to taking reasonable and appropriate steps to protect the Personal Data that we hold from misuse, loss, or unauthorized access. Members who use WCA data in an unauthorized manner will have their membership revoked.

Your rights and how to exercise them

You have a number of rights in relation to your Personal Data, which are set out in this Section 9. Note that in certain circumstances these rights might not be absolute.

Right to be Informed

You have the right to know whether your Personal Data is being processed by us, how we use your Personal Data and your rights in relation to your Personal Data.

Right of Access

You have the right to request a copy of the Personal Data held by us about you and to access the information which we hold about you.

Right to Rectification

You have the right to have any inaccurate Personal Data which we hold about you updated or corrected.

Right to Restriction of Processing

You have the right to ask us to restrict processing your Personal Data in certain cases, including if you believe that the Personal Data we hold about you is inaccurate or that our use of your Personal Data is unlawful. If you validly exercise this right, we will store your Personal Data and will not carry out any other processing on it until the issue is resolved.

  1. Consumers of our event organizers

WCA provides event management such as Conference or Exhibition participation through which Event Organizers reach out to, communicate with, and sell to Attendees.

Whenever WCA processes an Attendee's Personal Data on its behalf or of an Event Organizer, we are acting as a processor, and we therefore conduct such activities strictly in accordance with the instructions of that Event Organizer and pursuant to the contractual arrangements in place with them. If you are an Attendee with an existing relationship with one of our Event Organizers, you should refer to the Event Organizer’s website or any terms provided by that Event Organizer to understand their privacy practices and policies. Where you, as an Attendee, would like to exercise your rights in relation to your Personal Data over which the Event Organizer is the controller, you should contact the Event Organizer with such requests. We will cooperate as appropriate with requests from our Event Organizers to assist with such requests.

  1. Changes to this notice and questions

We may amend this Notice on occasion, in whole or in part, at our sole discretion. Any changes will be effective immediately upon communicating the revised Notice to you.

If at any time we decide to use your Personal Data in a manner significantly different from that stated in this Notice, or otherwise disclosed to you at the time it was collected, we will notify you by e-mail, and you will have a choice as to whether or not we use your Personal Data in the new manner.

If you have any questions, comments or concerns about the way your Personal Data are being used or processed by WCA, please submit your question, comment or concern in writing to our office at

[email protected]

WCA Security Policy

  1. General Web Security

All WCA services that store data are hosted by Companies located in the US.

All applications use SSL for HTTP transport, without support for compromised cryptographic mechanisms.

Outside access to services other than those hosted on port 80 and 443 are disabled. All insecure HTTP requests on port 80 are automatically redirected to HTTPS on port 443.

  1. Breach Policy

In the event of a data breach, upon investigation, WCA will notify all individuals affected by the breach with:

    • details of what happened
    • personal information compromised
    • recommendations of a follow-on action

If there is evidence of a breach, all passwords will be reset, even those not specifically targeted by the breach.

Cookie Policy

  1. Marketing Page

WCA’s does not use Google Analytics. Cookies are used solely for the login into the Membership database to link your email to the account.

  1. Cookies
    We may use “cookies,” which is a data file that are placed on your device, to collect non–personally identifiable information, including user IP addresses and domain names, and other anonymous statistical information, when you visit the Website. We do not use cookies for behavioral advertising.

You may choose to have your device warn you when cookies are used, or turn off all cookies in your browser settings. If you turn cookies off, you may lose access to certain features on the Site, or the Site may not function properly.

These cookies are set by the application software that we use to host the web application These cookies do not store any data that is tracked.

Stripe Cookies

If a WCA customer is using Stripe, then Stripe sets a cookie on initial page load. These cookies are set by Stripe and are used by Stripe’s fraud detection software to assist in ensuring that only safe and legitimate transactions are allowed through their payment system.

What If You Do Not Agree to the Terms of This Privacy Policy?
As a member of WCA, or by otherwise providing information to WCA in connection with WCA products and services, you agree to this Privacy Policy. If you do not agree to this Privacy Policy, please do not provide any personally identifiable information to WCA.

Who Should You Contact with Questions?
If you have questions or concerns regarding this Privacy Policy, contact us at [email protected]