This Privacy Policy explains how Artsume (“we,” “us,” or “our”) collects, uses, and shares information when you use our websites, products, and services (the “Services”). By using the Services, you consent to the practices described here.
Who we are & how to contact us
Artsume helps visual artists create structured CVs and portfolios, discover programs, and apply with a single profile, and gives arts organizations tools to publish programs, review applications, and manage their artist network. Contact: support@artsume.com. Privacy questions can be directed to our Privacy Officer at the same address (attention: “Privacy Officer”).
Scope
This Policy applies to information collected via our website(s), applications, and related online Services. It does not cover third parties we do not control. Records that organizations keep about you (for example, your submitted applications and their internal notes) are addressed in Organizations & your data.
Information we collect
1) Information you provide
- Account & Profile: name, email, password, photo/banner, bio, disciplines, career details, birth year, location, links/socials, and (if you choose to add them) phone number, contact email, and mailing address.
- CV & Portfolio: CV entries (education, exhibitions, awards, residencies, publications, collections, and more) and portfolio works, including images, video, audio, and descriptions.
- Applications: your form answers, selected works and CV sections, references, attachments, and a snapshot of your contact details captured when you submit.
- Messages & community: messages and attachments you send, follows and connections, and any reports you file.
- Invitations & referrals: email addresses of people you invite to Artsume.
- Organization data: organization profile and team details, and information organizations add about artists they work with (see Organizations & your data).
- Communications: emails/support chats and preferences (e.g., marketing opt-ins).
- Payments (if applicable): payments are processed by Stripe; we store transaction records and Stripe reference IDs, not full card numbers.
2) Information collected automatically
- Usage & Device: IP, device/browser, OS, pages, clicks, feature usage, and error diagnostics.
- Views & scans: views of profiles, works, and programs, and scans of QR artist cards, with approximate location only (coordinates rounded to roughly city level; raw IPs are not stored with views), and the times a profile appears in Explore, search, the feed and network lists. If you view an artist’s profile while signed in, that artist may see that you viewed it (a Pro feature).
- Cookies & Local Storage: for auth, preferences, measurement, referral attribution, and advertising.
- Analytics: Google Analytics, PostHog, and Vercel Analytics events for product improvement.
- Advertising/Attribution: Google Ads and Meta pixel for performance measurement and remarketing.
- Push subscriptions: if you enable push notifications, we store the browser push endpoint and keys needed to deliver them.
- Security signals: we use rate limits and a signup CAPTCHA (Cloudflare Turnstile), which may process your IP address.
3) Information from third parties
- Single Sign-On: Google, Apple, or Meta may share identifiers you authorize (e.g., email, name, photo).
- Payments & email: Stripe sends us payment status events; our email provider sends us delivery, open, click, bounce, and complaint events.
- Organizations: organizations may import or enter contact information about artists, and may use tools that gather public information from websites they link to (such as an artist’s own site).
- Integrations: When you connect third-party services or submit external links, we may receive relevant data per your settings.
How we use information
- Provide, secure, operate, and improve the Services.
- Create and maintain your account and host your public profile.
- Recommend and facilitate opportunity applications.
- Process payments, subscriptions, and referral rewards, and attribute referrals to the right account.
- Send service communications, reminders, digests, and (if you enable them) push notifications, per your notification settings.
- Power AI-assisted features (see AI features).
- Personalize, measure, and A/B test experiences.
- Platform Promotion: Use your public profile content (e.g., portfolio images) and derived profile metrics (e.g., aggregate view counts, recommendation results) in our marketing materials, social media channels, and case studies to promote the Artsume platform and your work.
- Marketing (where permitted by law), including ads/remarketing and newsletters.
- Detect, prevent, and address fraud, abuse, and policy violations.
- Comply with legal obligations and enforce agreements.
AI features
Some features use large language models, for example importing a CV, drafting profile text, natural-language search, and screening summaries and insights for organizations. When you (or an organization working with your data) use these features, the relevant content (such as an uploaded CV, application answers, profile details, or an organization’s notes) is sent to our AI providers to generate the result.
- Providers: Anthropic (primary), and for CV parsing optionally Groq. Providers process this content as our service providers under their API terms.
- No training: We do not use your content to train our own models.
- What we log: Our AI usage logs contain counts, timings, and status only, never the content of prompts or outputs.
- Blind review: When an organization enables blind review, identifying details are removed from application content before AI screening.
Legal bases for processing (EEA/UK/CH)
Where applicable: contract (providing the Services), legitimate interests (e.g., security, product development, marketing, and promoting user content),consent (e.g., certain marketing/ads), and legal obligations.
Search engine & AI indexing
Your profile and the work you post to it are public at your handle, and public content is distributed across the Artsume network (the feed, discovery, search) as soon as you post it. Public pages may be indexed by search engines and read by third-party AI tools. We also submit public pages to search engines for indexing. You can hide any individual work or CV entry (it comes off your profile and out of the network everywhere), and you can block or mute people to control person-level exposure. Third-party caches and previous indexing are outside our control.
Organizations & your data
Organizations on Artsume keep their own records about the artists they work with: submitted applications, review notes and scores, artist entries, contact details they import or enter, and email history. For those records the organization is responsible for its own use of the data, and Artsume provides the platform it is stored on. Our Data Processing Addendum governs how we process those records on an organization’s behalf. Questions about a specific organization’s records are best directed to that organization.
- Cross-organization sharing: Your account settings include a control over whether organizations may share your contact information with other organizations on Artsume.
- Organization emails: Emails organizations send you through Artsume include unsubscribe options, and delivery/open/click events are recorded for the sender.
- If you delete your account: Your contact details are removed from organizations’ live artist lists (your entry becomes an anonymized “Deleted Artist” record), while applications you submitted remain with the organizations that received them.
International data transfers
We may transfer, store, and process information outside your country, including in the U.S., Canada, the EEA, and elsewhere. Where required, we use appropriate safeguards (e.g., Standard Contractual Clauses).
Data retention & account deletion
You can delete your account yourself from your settings. Deleting your account permanently removes your account, profile, portfolio, CV, drafts, and uploaded media. If you are the sole owner of an organization, transfer or delete the organization first.
- What remains after deletion: Applications you already submitted (including the contact snapshot captured at submission) remain with the receiving organizations; your entries in organizations’ artist lists are anonymized with contact details removed.
- Payment records: kept as required for tax, accounting, and fraud-prevention purposes.
- Logs/Security: typically 12–24 months.
- Analytics: per tool configuration (GA/PostHog windows).
- Aggregated/De-identified: retained without a defined limit.
Your rights & choices
Depending on your location, you may have rights to access, correct, delete, port, or restrict processing. You can edit your profile and content, control notification and push preferences, hide individual works and CV entries, and delete your account, all from your settings. Cookie choices are described in Cookies, analytics & advertising. For anything else (including a copy of your data), contact support@artsume.com.
US state privacy rights
Depending on your state (for example California, Colorado, Connecticut, or Virginia), you may have the right to know, access, correct, or delete personal information we hold about you, and the right not to be discriminated against for exercising those rights. We do not sell personal information for money. Where advertising pixels are used for cross-context behavioral advertising, some state laws treat that as “sharing”; you can opt out of it by emailing support@artsume.com.
To exercise any of these rights, email us from your account address. We verify requests against your account email. Authorized agents may submit requests the same way.
Children
The Services are not intended for children under 13 (or local digital age of consent without parental consent).
Security
We implement measures designed to protect your information, including encryption in transit, access controls, and logging of administrative access. Media files (such as portfolio images and documents) are served via direct links; treat anything you post publicly as public. No method is 100% secure. If we become aware of a data breach affecting your personal information, we will notify affected users and the applicable regulators without undue delay, as required by law.
Changes to this Policy
We may update this Policy at any time. Material changes will be notified (e.g., email or in-app).
Contact
Email: support@artsume.com