Bristol Plein Air Painters
Website: https://bristolpleinairpainters.com
Last updated: 20 October 2026
1. Who we are
Bristol Plein Air Painters is an independent, community-led group bringing artists together to paint outdoors, participate in exhibitions and share their work.
The group was founded and is organised by Helena Traill.
This website provides information about our painting sessions, exhibitions, events and opportunities, alongside an online shop featuring artwork by participating artists.
For questions about this Privacy Policy or how we handle personal information, please contact:
Email: enquiries@helenatraill.co.uk
Data controller: Helena Traill Art
2. Information we collect
We may collect personal information when you:
- Subscribe to our mailing list.
- Register for a painting session, exhibition or event.
- Submit artwork for an exhibition.
- Purchase artwork through our online shop.
- Contact us through a form or email.
- Create a customer account, where available.
Depending on your interaction with us, this information may include:
- Your name and email address.
- Telephone number and postal address.
- Billing and delivery information.
- Order details, payment status and transaction records.
- Artwork submissions, images, titles, descriptions and prices.
- Artist biographies, websites and social media links.
- Communications and enquiries.
- Technical information such as IP address, browser type and website usage data.
We only collect information that is reasonably necessary to operate our activities and services.
3. How we use your information
We use personal information to:
- Organise painting sessions, exhibitions and events.
- Contact participating artists about submissions, selection, delivery, collection and sales.
- Process online orders, arrange delivery or collection and manage refunds.
- Maintain records of artwork sales and payments to artists.
- Publish artwork listings and artist information where appropriate.
- Send newsletters, exhibition announcements and opportunities in accordance with applicable marketing rules.
- Respond to enquiries and provide customer support.
- Maintain the security and functionality of our website.
- Meet our legal, tax and accounting obligations.
4. Our legal basis for processing data
Under UK data protection law, we process personal information using one or more of the following lawful bases:
- Consent: Where you have agreed to receive marketing communications or to certain optional uses of your information.
- Contract: Where information is necessary to process purchases, manage exhibition participation or fulfil an agreement.
- Legitimate interests: Where reasonably necessary to organise community activities, respond to enquiries, maintain security and administer the group, provided these interests do not override your rights.
- Legal obligation: Where information must be retained for accounting, tax or other legal requirements.
You can withdraw consent at any time where consent is our lawful basis.
5. Mailing lists and communications
If you subscribe to our mailing list, we may contact you with information about:
- Upcoming plein air painting sessions.
- Exhibitions and open calls.
- Workshops and community events.
- Relevant news and opportunities.
- Helena Traill’s Studio Letters, and announcements, which can be opted out easily.
Artists submitting work for exhibitions may also receive essential administrative communications relating to their participation.
Where we invite artists to receive future exhibition announcements or other marketing, we will provide the appropriate choice and opt-out options.
You can unsubscribe from marketing communications at any time using the link provided in our emails or by contacting us directly.
6. Artwork submissions and artist information
When artists submit work for exhibitions, we may collect their contact details, artwork images, titles, dimensions, prices and other information necessary to organise the exhibition.
Where an artwork is selected, relevant information may be published on our website, in an online catalogue, on social media or in exhibition materials.
This may include:
- Artist name.
- Artwork title, medium, dimensions and price.
- Artwork photographs.
- Artist biography or website, where supplied and agreed.
Contact details such as personal email addresses and telephone numbers will not normally be published without permission.
We may share relevant information with exhibition organisers, venues, buyers and service providers where necessary to administer participation and sales.
7. Online shop and payments
When you purchase artwork through our website, we collect the information required to process and fulfil your order.
This may include your name, contact details, billing address, delivery address and purchase history.
Payments are processed through the payment provider or providers connected to our online shop.
We do not intentionally store full payment card details on our website. Payment providers process financial information according to their own privacy and security policies.
We may share relevant order and delivery information with participating artists, delivery providers and other parties where necessary to fulfil purchases.
Artwork purchases are subject to our separate Returns & Refunds Policy.
8. Cookies and website analytics
Our website uses cookies and similar technologies to support its operation.
These may include:
- Essential cookies: Required for website security, shopping baskets, checkout and other core functions.
- Functional cookies: Used to remember preferences or account settings.
- Analytics cookies: Used to understand website traffic and improve the experience, where enabled.
- Third-party cookies: Which may be used by embedded content or external services.
Non-essential cookies will only be used where permitted under applicable law, including obtaining consent where required.
You can manage cookies through our website’s cookie settings, where available, or through your browser.
9. Third-party services and embedded content
Our website is built using WordPress and may use third-party services for:
- Website hosting and maintenance.
- Online shopping and payment processing.
- Email newsletters.
- Online forms and event registration.
- Website analytics.
- Spam prevention and security.
- Embedded maps, videos or social media content.
These services may process personal information on our behalf or act as independent data controllers.
Where personal information is transferred outside the UK, we will ensure that appropriate legal safeguards are in place.
10. How long we keep your information
We retain personal information only for as long as necessary for the purposes for which it was collected.
In general:
- Newsletter subscriptions: Until you unsubscribe or we no longer need the information.
- Event and exhibition records: For the period reasonably necessary to administer the activity and maintain appropriate records.
- Order and financial records: For the period required by applicable tax, accounting and legal obligations.
- Enquiries: For as long as reasonably necessary to respond and maintain relevant correspondence.
- Website account information: For as long as the account remains active, subject to legal retention requirements.
We periodically review the information we hold and securely delete or anonymise data when it is no longer needed.
11. How we protect your information
We take reasonable technical and organisational measures to protect personal information from unauthorised access, misuse, loss or disclosure.
These measures may include secure website connections, access controls, software updates, backups and the use of reputable service providers.
No internet-based system can be guaranteed to be completely secure.
12. Your data protection rights
Under UK data protection law, you may have the right to:
- Request access to the personal information we hold about you.
- Ask us to correct inaccurate information.
- Request deletion of your information in certain circumstances.
- Restrict or object to certain processing activities.
- Request transfer of your information where applicable.
- Withdraw consent where processing is based on consent.
You also have the right to object to processing of your personal information for direct marketing at any time.
To exercise your rights, contact enquiries@helenatraill.co.uk.
You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk
13. Changes to this policy
We may update this Privacy Policy to reflect changes in our activities, website services or legal obligations.
The latest version will always be published on this page, with the date of the most recent update.
14. Contact
For any privacy-related questions or requests, please contact:
Bristol Plein Air Painters
Organised by Helena Traill
enquiries@helenatraill.co.uk
https://bristolpleinairpainters.com