Privacy policy

We only hold information you give us, plus basic technical records created when the site is used.

• Newsletter: first name, surname, email address, the date you subscribed and a record of your consent.
• Submissions and open calls: name, email, phone, location, biography, artist statement, the work itself and any files or links you attach.
• Support, volunteering and partnership forms: name, contact details, the kind of support you are offering, availability, skills and your message.
• Contact enquiries: name, email, phone if given, subject and message.
• Book orders: name, phone, email if given, the title ordered, quantity and delivery or pickup details.
• Creator profiles: name, biography, disciplines, location, links and a photograph, supplied by you or agreed with you.
• Staff accounts: name, email and permissions for the small team that manages the site.
• Technical: page view counts on published work and standard server logs.

We use this information to publish and credit creative work, to reply to you, to review submissions and applications, to fulfil book orders, to send occasional updates you have asked for, and to understand which work is being read so we can report honestly on our reach. We do not sell personal information, and we do not build advertising profiles.

Where the law requires a legal basis, we rely on your consent for the newsletter, and on our legitimate interest in running the organisation for everything else.

Only two things are published: the work itself, and the creator profile attached to it. Profiles appear publicly only when an administrator marks them public. Contact details, internal notes and anything you send through a form are never published. Form submissions are visible only to the staff members whose role covers them.

We share information only with the service providers that run the platform: our hosting and database provider, which stores the site's data, and our donation provider, which handles donations under its own privacy policy. We may disclose information if the law requires it.

Access to the administration area is restricted to named staff accounts with role-based permissions enforced on the server, not just hidden in the interface. Uploaded files are stored privately, and the site is served over an encrypted connection. No system is perfectly secure, but we limit who can reach personal information and review that access as the team changes.

Newsletter details are kept until you ask to be removed. Submissions and applications are kept for as long as needed to review them and, if published, to credit the work correctly. Order and enquiry records are kept for a reasonable period for reference, then archived or deleted. We remove information we no longer need.

You can ask for a copy of the information we hold about you, ask us to correct it, ask us to delete it, withdraw consent for the newsletter or ask us to unpublish a creator profile. Write to admin@alodiaarts.com and we will respond as soon as we reasonably can. Deleting a published work may not always be possible where it forms part of an archive we have committed to keep, and we will explain if that applies.

We work with emerging creatives, some of whom are under 18. Where a young person submits work or takes part in a program, we ask for the agreement of a parent or guardian before publishing identifying details, and we keep only what is needed.

Necessary browser storage keeps essential functions working, including secure staff sign-in and remembering your cookie choice. It cannot be switched off through the cookie notice because those functions depend on it.

Our first-party audience measurement records a random visitor and session identifier, pages visited, entry and exit pages, referring website, broad device and browser type, country when reliably supplied by our hosting service, active time while a page is visible, and reading-progress milestones. For published writing, artworks, news and creator profiles, it also records the public item viewed and whether the visitor reached the end. It never records names, email addresses, form contents, precise location, raw IP addresses or a device fingerprint.

If you choose “Accept all”, the random visitor identifier is stored in your browser so we can recognise returning visitors. If you choose “Necessary only”, visits are still counted, but the identifier exists only in memory for that visit — nothing is stored in your browser, so each visit is counted fresh and you can never be recognised as a returning visitor.

Analytics records are available only to authorised staff and are deleted after 12 months. Changing to “Necessary only” later removes the stored identifiers from your browser; previously collected anonymous records remain until the retention period expires. The Donorbox donation form loads directly on our Support page and is governed by Donorbox’s own privacy practices. You can review or change your choice at any time through “Cookie choices” in the footer.

Questions about your information can be sent to admin@alodiaarts.com or through our contact page. We may update this policy as the platform grows; the date at the top shows when it last changed. See also our terms of use.