Last updated: 15 January 2026
Welcome to Art for Planet Earth ("we", "our", "us"). We are committed to protecting your privacy and handling your personal information responsibly, transparently, and securely. This Privacy Policy explains how we collect, use, store, and protect your data when you interact with our website, submit artwork, purchase artwork, or take part in competitions.
1. Who We Are
Art for Planet Earth is a not-for-profit Unincorporated Association that operates an online platform dedicated to showcasing and promoting environmentally inspired artwork, hosting art competitions and facilitating the sale of artwork.
If you have any questions about this Privacy Policy, you can contact us at: info@artforplanetearth.com
2. Information We Collect
2.1 Information You Provide Directly
When you interact with our website, you may provide:
Artist Information (for submissions, gallery entries, competitions)
- Full name
- Email address
- Phone number
- Full UK address
- Artwork details (title, description, category, images)
- Payment confirmation (for open call or competition entry fees)
Buyer Information (for purchasing artwork)
- Name
- Email address
- Delivery address (if applicable)
- Purchased artwork
2.2 Payment Information
We use Monek to process payments securely. We do not store or process your card details. Monek collects and processes this information on our behalf.
2.3 Automatically Collected Data
When you browse our website, we may collect technical data including:
- IP address (or anonymised IP address)
- Browser type and device type
- Pages viewed
- Time spent on each page
- Traffic sources
This information is collected via Google Analytics 4 (served through Google Tag Manager) to help us understand how visitors use our website and to improve this website. We only enable analytics cookies after you have given consent.
We do not accept advertisements on our website, targeted or otherwise.
3. How We Use Your Information
Artist & Submission Management
- Process and manage artwork submissions
- Administer open call exhibition entries
- Display artwork on gallery and exhibition pages
- Contact you about compliance, judging, or competition results
- Maintain long-term records of past open exhibitions and competitions
Payments & Transactions
- Process open call entry fees
- Process artwork purchases
- Issue receipts and transaction confirmations
Website Operations
- Improve website performance and user experience
- Monitor usage patterns and visitor behaviour
- Maintain security and help to prevent fraud
Communications
- Respond to enquiries and support requests
- Provide updates regarding submissions, competitions, or purchases
- Send optional newsletters or promotional updates (only if you opt in)
We do not sell or distribute your personal information to third-party advertisers or any marketing organisations. Please see Google's privacy policy in relation to Google Analytics.
4. Legal Basis for Processing (UK GDPR)
We process your information under the following lawful bases:
- Contractual necessity - to manage submissions, competitions, and facilitating sales.
- Legitimate interests - to improve our services, ensure security, and prevent fraud.
- Legal obligation - to maintain financial and tax records.
- Consent - for optional marketing communications.
5. How We Store and Protect Your Data
We take appropriate technical and organisational measures to protect your personal data, including:
- Encrypted connections (HTTPS/TLS)
- Secure server environments
- Access controls and confidentiality commitments
- Regular monitoring and security reviews
- Backups of artist and buyer data
Your data is stored in the UK, the EEA, or in other locations with adequate safeguards in place to protect your privacy.
6. How Long We Keep Your Information
Artist Submissions
- Submissions are retained for the duration of the exhibition or competition listing.
- After an open exhibition or competition has concluded, all submitted artwork will remain published on the exhibition's dedicated gallery page, showcasing the entrants and their work.
- Artists may request the removal of their entry from the public gallery page at any time. We will remove the public listing promptly, subject to verifying the artists's identity.
- Some submission information may still be retained internally for legitimate legal, business, audit, or fraud-prevention reasons.
Transactions
Payment and invoice records are retained for up to 6 years in order to comply with UK tax and accounting requirements.
General Enquiries
Email correspondence and general enquiries may be stored for up to 2 years.
Analytics Data
Analytics data is retained in line with our Google Analytics configuration and settings.
7. Sharing Your Information
We share your relevant data with trusted third-party service providers who help us operate our website and services:
- Stripe (payment processing)
- Website hosting providers
- Email delivery services
- Judges and compliance team members (for competition scoring and review only)
These third parties act under strict data-processing agreements and are not permitted to use your data for their own unrelated purposes.
We do not share your personal data with unrelated advertisers or sell your data to third parties.
8. Cookies & Tracking Technologies
Our website uses cookies and similar technologies to:
- Enable core site functionality
- Support secure Stripe payment sessions
- Collect usage statistics via Google Analytics 4 (through Google Tag Manager)
Analytics cookies are optional and only set after you accept them in our cookie banner. You can change your choice at any time by clearing your browser storage or cookies and reloading the site. Disabling certain cookies may affect how the website functions.
9. Your Rights (UK GDPR)
You have the right to:
- Request access to the personal data we hold about you
- Request correction of any inaccurate or incomplete information
- Request deletion of your personal data, in certain circumstances
- Object to or restrict the processing of your personal data in certain situations
- Request a copy of your data in a commonly used, machine-readable format (data portability)
- Withdraw consent where we rely on your consent (for example, marketing emails)
- Lodge a complaint with the Information Commissioner's Office (ICO) if you are unhappy with how we handle your data
To exercise any of these rights, please contact us using the details provided in section 1.
10. Children's Privacy
Our website and competitions are intended for individuals aged 18 and over. We do not knowingly collect personal data from anyone under this age. If you believe we may have collected data from a minor, please contact us so we can take appropriate action.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updates will be posted on this page with a revised "Last updated" date at the top.