Constitution of The British Association of Iconographers

(Revised January 2018)

1 Name

The group’s name is The British Association of Iconographers

2 The purposes of the group are:-

The promotion of education in the craft of Iconography • The provision of training and education in the craft of Iconography. • The development of educational resources in the field of Iconography. • Research and development in the field of techniques, methods and procedures for use in the craft of Iconography. • The provision of grants, support or aid to individuals, groups, charities, or other bodies who in the opinion of the committee are engaged in an activity that is compliant with one of the above aims.

3 The Committee

The group shall be managed by a committee which is appointed at the Annual General Meeting (AGM) of the group. The committee will consist of at least three officers, (Chairman, Treasurer, and Publicity Officer), who will be elected to office at the AGM and such others as may be elected by the committee to a maximum number of 7

(including officers). The minimum size for the committee will be the three officers.

4 Carrying out the purposes

In order to carry out the group’s purposes, the committee have the power to:

(1) raise funds, borrow money, receive grants and donations

(2) apply funds to carry out the work of the group

(3) co-operate with and support other organisations with similar purposes

(4) do anything which is lawful and necessary to achieve the purposes

5 Membership

The group shall have a membership. People who support the work of the group and are aged 18 or over, can apply to the committee to become a member. Once accepted by the committee, membership lasts for 1 year and may be renewed. The committee will keep an up-to-date membership list.

The committee may remove a person’s membership if they believe it is in the best interests of the group. The member has the right to be heard by the committee before the decision is made and can be accompanied by a friend.

6 Annual General Meeting – AGM

(1) The AGM must be held every year, with 14 days’ notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM. and published in the first available issue of the Iconographers Review.

(2) There must be at least five members present at the AGM.

(3) The committee and officers will be elected at the AGM. The officers will be the Chairman, Treasurer and Publicity Officer.

(4) Every member has one vote. In the event of a tie the Chairman shall have a casting vote.

(5) The committee will submit annual accounts, which will have been inspected and verified by a member of the group who is not a member of the committee, to the AGM.

(6) Any member may stand for election as a committee member.

(7) Members shall elect between 3 and 7 committee members to serve for the next year, three of whom will be the officers. They will retire at the next AGM but may stand for re-election.

7 Committee Meetings

(1) Committee must hold at least 2 meetings each year. Committee may act by majority decision.

(2) Each committee member shall have one vote on any issue before the committee. In the event of a tie the Chairman shall have a casting vote.

(3) At least 3 members of the committee of which at least two must be officers of the committee must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.

(4) If committee members have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.

(5) During the year, the committee may appoint up to 2 additional committee members. They will stand down at the next AGM.

(6) The committee may make reasonable additional rules to help run the group. These rules must not conflict with this constitution or the law.

8 Money and Property

(1) Money and property must only be used for the group’s purposes.

(2) The officers must keep accounts. The most recent annual accounts can be seen by anybody on request.

(3) The committee members cannot receive any money or property from the group, except to refund reasonable out of pocket expenses and for the repayment of loans which have been approved and authorised by an AGM.

(4) Money must be held in the group’s bank account. All cheques must be signed by 2 officers of the committee.

9 General Meetings

If the Committee consider it is necessary to change the constitution, or wind up the group, they must call a General Meeting so that the membership can make the decision. Committee must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.

(a) Winding up – any money or property remaining after payment of debts must be given to a group with similar purposes to this one.

(b) Changes to the Constitution – can be made at AGMs or General Meetings.

(c) General Meeting – can be called on written request from a majority of members.

(d) The Committee may also call a General Meeting to consult the membership.




General Data Protection Regulations (GDPR)

BAI Privacy/Data Security Policy

This Policy explains when and why we collect personal information about our members, or people who contact us, or are referred to us by a 3 rd party – how we use it, the conditions under which we may disclose it to others and how we keep it secure. This policy will also be applicable to our speakers and external visit hosts.

We may change this Policy from time to time so please check this page occasionally to ensure that you are happy with any changes.

Any questions regarding this Policy and our privacy practices should be sent by e-mail to info@bai.org.uk

Who are we?

The British Association of Iconographers (hereinafter referred to as BAI) is a volunteer run, not for profit society catering for anyone with an interest in iconography. Membership includes access to our website, newsletter and the opportunity to participate in events organised by the BAI. The activities are managed by a committee of volunteers consisting of around eight members.


How do we collect information from you?

We obtain information about you when you contact us either by e-mail, telephone, text message, post, in person or by any social media channel.


What type of information is collected from you?

The personal information we collect might include your name, address, telephone number, e-mail address . It may occasionally be necessary to hold bank details.


How is your information used?

We may use your information for the following:

  • Sending newsletters and event information to members via post or e-mail
  • Responding to any enquiry about the BAI
  • To carry out any legal obligations that may be necessary
  • To inform members of changes in events
  • To notify you of changes to the BAI
  • During the process of arranging events
  • To send advanced information to establishments hosting a BAI event
  • To make payments/refunds on occasions in relation to events or membership

Data retention

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations.

We will hold members’ personal information on our membership spreadsheet for the duration of the membership, or for as long as is necessary for the relevant activity such as the arranging of events. We will hold personal data outside of these circumstances only if we have your express consent to do so.

We will hold visitors personal information for up to 12 months provided they have given consent to do so.


Who has access to your information?

The committee of the BAI.

Third Party Service Providers working on our behalf: we may pass your information to our third party service providers when it is necessary to do so in the processing of event arrangements. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime, or unless we have your express consent to do so.

We will not sell or rent your information to third parties.

We will not contact you for promotional purposes by email, telephone, post or text message if you have indicated that you do not wish to be contacted.




How you can access and update your information – your rights

The BAI has a legitimate interest to hold personal information of our members. This is necessary for the normal operation of the Association as outlined above. Therefore we will not ask members for express consent to store their information during the course of the membership. However, at any time members may exercise their rights regarding their personal information as detailed below.

The accuracy of your information is important to us.

You have the right to access the information BAI hold about you. This will be provided within 30 days of request in electronic format, or if this is not possible for a member, the information will be printed and posted/handed to the member.

You have the right to be informed what we do with your information – this is explained in this document.

You have the right to rectification – you can request your information be corrected

You have the right to erasure – also known as the right to be forgotten – you can request the personal information we hold about you is removed/deleted. Personal data will be removed/deleted when we no longer have a legitimate reason for holding it, such as when a member has ceased membership or, in the case of non-members, 12 months after you provide your details at your first event if you have consented for us to hold your information.

You have the right to restriction – you can request that your information is used for certain purposes only.

You have the right to data portability – you can request your information be transferred for use for other purposes.

You have the right to object – you can object to the use of your information for specific activities.

If you wish to put these rights into practice, please contact the Treasurer (details on our website) or e-mail info@bai.org.uk


Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is destroyed immediately following processing.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on a password protected computer which is owned by the Treasurer of the Association.


Data breach

Any breach of personal information will be reported to the individual as soon as we are made aware of this, and within a maximum of 72 hours, if it is considered likely that said breach will lead to a significant risk to individual’s rights and freedoms.


Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.


Review of this Policy

We keep this Policy under regular review.   This Policy was last updated in May 2018.