Privacy Policy

1. Who We Are

The Art Admin is an artwork management platform for artists and galleries. This policy explains what personal data we collect, how we use it, and your rights regarding that data. Contact us at hello@theartadmin.com with any privacy questions.

2. What Data We Collect

• Account data: your name, email address, and organisation name when you create an account.
• Profile data: studio or gallery name, address, contact details, and logo that you add to your archive settings.
• Artwork data: artwork details, images, provenance records, and documents you upload or create.
• Consignment data: information shared between artists and galleries through consignment relationships, including pricing and terms.
• Usage data: how you use the platform, including pages visited and features used, collected via analytics tools (PostHog).
• Payment data: we do not currently process payments directly. No payment information is stored on our servers.

3. How We Use Your Data

We use your data to provide and improve the platform, send account-related emails such as login codes and invitations, respond to support requests, and monitor platform health and security. We do not sell your data to third parties. We do not use your artwork or provenance data for any purpose other than providing the service to you.

4. Consignment Data Sharing

When you enter a consignment relationship with another archive on the platform, certain artwork information is shared with that archive as you have explicitly authorised. Artists control what information is shared with galleries. Consignment events and mark-as-sold events are shared between parties automatically as part of the consignment record. All other provenance events are private by default.

5. Third-Party Services

We use the following third-party services to operate the platform:

• Clerk: authentication and user management
• Supabase: database and file storage
• Vercel: hosting and deployment
• PostHog: usage analytics (anonymised)
• Sentry: error monitoring
• OpenAI: AI-powered document extraction (document content is processed but not stored by OpenAI)

Each of these services has its own privacy policy governing their data handling.

6. Data Retention

We retain your data for as long as your account is active. If you delete your account, your personal data and artwork records are deleted within 30 days. Some data may be retained longer where required by law.

7. Your Rights

You have the right to access the personal data we hold about you, correct inaccurate data, request deletion of your data, and export your data. To exercise any of these rights, contact us at hello@theartadmin.com.

8. Security

We take reasonable technical and organisational measures to protect your data, including encrypted storage of sensitive fields such as bank details and VAT numbers, and role-based access controls limiting what each user can see.

9. Cookies

We use essential cookies required for authentication and session management. We also use analytics cookies (PostHog) to understand how the platform is used. You can disable analytics cookies through your browser settings.

10. Changes to This Policy

We may update this policy as the platform evolves. We will notify users of significant changes by email. Continued use of the platform after changes constitutes acceptance of the updated policy.

11. Contact

For privacy-related questions or requests: hello@theartadmin.com