Last updated in March 2026

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The Graduate Art Show is committed to protecting your privacy and handling your personal data in a transparent and secure way. This Privacy Policy explains how we collect, use, store and share personal data when you visit our website, submit an application, contact us, or otherwise interact with us. The ICO says a privacy notice should identify the organisation, explain the purposes and lawful basis for processing, and set out retention periods and user rights.

 

Who We Are

The Graduate Art Show is the controller of the personal data collected through this website and in connection with the Graduate Art Show submission process. If you have any questions about this Privacy Policy or how we use your data, please contact art@thegraduateartshow.com

 

What Information We Collect

We may collect and process the following types of personal data:

• Name.

• Email address.

• Phone number, if provided.

• Education details, such as institution, course and graduation year.

• Submission details, including artwork images, titles, descriptions and medium.

• Correspondence sent to us by email or through forms on the website.

• Technical information such as IP address, browser type and cookie data. The ICO explains that websites should provide clear information about cookies and other similar technologies they use.

 

How We Use Your Information

We use your personal data to:

• Receive and assess artist submissions.

• Contact applicants about their entry or selection status.

• Organise exhibitions and related communications.

• Promote The Graduate Art Show and its exhibitions.

• Respond to enquiries.

• Improve our website and understand how it is used. The ICO states that organisations should explain the purposes for processing clearly and provide meaningful retention information.

 

Legal Basis for Processing

We process personal data where necessary:

• To manage submissions and exhibition participation.

• To take steps at your request before entering into an agreement.

• For our legitimate interests in running, promoting and improving The Graduate Art Show.

• Where required, to comply with legal obligations. 

 

Sharing Your Information

We may share your personal data with:

• Host galleries involved in the exhibition.

• Judges, curators, and selection panel members.

• Service providers who support our website, email or submission systems.

• Professional advisers where necessary.

• Legal or regulatory bodies if required by law.

 

Image Use

By submitting to The Graduate Art Show, you agree that we may use images of your submitted artwork for promotional, editorial, publicity and archive purposes connected with the show. This may include use on our website, social media, printed materials, newsletters and other communications relating to the exhibition. The ICO expects organisations to explain the purposes of processing clearly, including where personal data is used for publicity or promotional activity.

 

Cookies

Our website may use cookies and similar technologies to help it function, remember your preferences and understand how visitors use the site. The ICO says organisations must give clear and comprehensive information about cookies and provide appropriate consent for any cookie that is not strictly necessary.

You can usually control cookies through your browser settings. Some cookies may be essential for the website to function properly, while others may be used for analytics or performance purposes.

 

How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, administrative or exhibition-related requirements. The ICO says retention periods should be explained clearly, or at least described by meaningful criteria if exact periods cannot be given.

 

Your Rights

Depending on the legal basis for processing, you may have the right to:

• Access your personal data.

• Request correction of inaccurate data.

• Request deletion of your data.

• Restrict or object to certain processing.

• Withdraw consent where consent is the basis for processing.

• Complain to the Information Commissioner’s Office if you are unhappy with how your data is handled. The ICO says these rights should be set out clearly in privacy information.

 

Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

 

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

 

Contact

If you have any questions about this Privacy Policy or how we handle your personal data, please contact art@thegraduateartshow.com.