Prescription Art Test Valley
Privacy Notice

Prescription Art Test Valley is a registered charity. Registered in England and Wales. Charity Registration No. 11778941
 

Prescription Art Test Valley (PATV) respects your privacy and is committed to protecting your personal information.
 

This notice explains what information we collect, why we need it and how we look after it.
 

1. What information we collect
 

Depending on your involvement with PATV, we may collect:

Art session participants: Name, contact details, GP referring practice, referral date, age range and
emergency contact details.
Donors: Name and contact details. Where Gift Aid is claimed, we also collect the information required by
HMRC, including your home address.
Trustees and volunteers: Name, email address and telephone number.
 

We only collect information that we need to carry out the charity's activities safely and effectively.
 

2. How we use your information

We use personal information to:

• Organise and administer art sessions and communicate with participants.

• Support the safety and wellbeing of participants.

• Coordinate volunteers and trustees and communicate about charity activities.

• Acknowledge donations and, where applicable, claim Gift Aid.

• Maintain appropriate charity and financial records.

• Provide anonymised information for grant applications and reports to funders.

 

Where someone is referred to PATV but does not proceed with the art sessions, we may provide limited feedback to
the original referring practice to help improve future referrals.

Photographs will only be taken and used to promote the charity's activities where consent has been given.

 

3. Our lawful basis for using your information

We generally use your personal information because it is in our legitimate interests to run the charity and organise
and provide our art sessions.

We only request limited information from referring GP practices and social prescribers and do not seek medical
histories or diagnoses. If information received through a referral includes special category health information, we
will only process it where an additional condition under data protection law allows us to do so. Where we rely on
your explicit consent, you can withdraw this at any time.

For donors, we rely on legitimate interests to acknowledge donations and maintain appropriate records, and on
legal obligation for financial and Gift Aid records.

For trustees and volunteers, we rely on legitimate interests to maintain contact details and organise the charity's
activities.

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4. How we keep your information safe and who we share it with

Personal information is only accessible to trustees and volunteers who need it for their role. We take reasonable
steps to keep information secure and prevent unauthorised access or disclosure.

We may share information with:

• GP practices or social prescribers where necessary in connection with referrals.

• HMRC when making Gift Aid claims.

• Professional advisers where necessary for the charity's financial accounts.

 

We will never sell your personal information or share it with other organisations for their own marketing purposes.

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5. How long we keep your information

We only keep personal information for as long as necessary.

Art session participants’ information: No more than three years after the original referral is received.
Donor and financial records: At least six years from the end of the relevant financial year.
Trustee and volunteer contact details: While they remain relevant to the individual's involvement with the
charity, unless they ask us to remove them.

Information that is no longer needed is securely deleted or destroyed.
 

6. Your rights
You have rights under data protection law, including the right to:

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• Ask what personal information we hold about you.

• Request a copy of your information.

• Ask us to correct inaccurate information.

• Request the deletion of information in certain circumstances.

• Object to or ask us to restrict how we use your information.

• Withdraw consent where we rely on it.

 

To exercise any of these rights, or if you have a question about how we use your information, please contact the
Trustees by email: info@prescriptionarttestvalley.com

You also have the right to raise a concern with the Information Commissioner's Office (ICO) at https://ico.org.uk

 

7. Changes to this notice
We may update this Privacy Notice from time to time. The latest version will always be available on our website. Last
reviewed: 13 November 2026

Prescription Art Test Valley is a registered charity. Registered in England and Wales. Charity Registration No. 1177894