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Privacy Policy

Last updated October 13, 2026

This policy explains what information GalleryEntry collects, what we do with it and the choices you have. GalleryEntry is run by Grimaldi Labs LLC (“we”, “us”). The short version: we collect what’s needed to run calls for entry, we never sell your information, and we don’t show ads or track you across other websites.

Who is responsible for your information

Your account and artwork library: we are. This is the information you put in your GalleryEntry account and keep for yourself.

Entries you send to an organization: the organization is. When you apply to a call, a copy of your entry (your details, images, answers and payment status) goes to the organization that runs it. It decides how to use it, for example to jury the show, contact you, print labels or keep records. We store and process that copy for the organization. For questions about how an organization uses your entry, please contact it directly; we’ll help if we can.

What we collect

  • Account details: your name, email address and password (stored only in a scrambled form we can’t read back). You can also sign in with a link we email you.
  • Profile, if you fill it in: phone number, mailing address, location, website, artist statement, biography and résumé. Organizations often need these for shipping and paying artists.
  • Artwork: images, titles, media, sizes, weight, year, prices and descriptions you add to your library or entries.
  • Entries: what you send to a call, including your answers to its questions, the agreements you ticked and when, and whether your entry fee is paid, with the payment service’s reference for it. Card and bank details go straight to the payment service (Stripe or PayPal); we never see or store them.
  • Jurying: if you’re a juror, the scores, choices and comments you give.
  • Organization details: for people who run an organization, its name, logo, contact details, members list, calls and settings, and the payment accounts it connects: its Stripe account ID, and its PayPal keys (stored encrypted). If you ask to help run an organization, we keep your request and the note you write with it.
  • Messages: the emails GalleryEntry sends you on an organization’s behalf, kept so you and the organization can see them later, and any feedback or support messages you send us.
  • Technical information: your IP address and the type of browser you use, recorded with each sign-in, plus basic server logs (pages requested, errors and times) that help us keep GalleryEntry secure and working.

How we use it

  • To run GalleryEntry: your account, your library, sending your entries to organizations, jurying, decisions and exhibition pages.
  • To send you emails about your account and your entries (for example receipts, decisions and password resets), and messages organizations send through GalleryEntry.
  • To keep GalleryEntry safe: stopping spam and robots, preventing fraud and abuse, and investigating problems.
  • To help you when you ask for support, and to fix and improve GalleryEntry.
  • To follow the law.

We don’t sell or rent your information, we don’t use it for advertising, and we don’t share it with data brokers.

Who can see your information

  • Organizations you apply to see the entries you send them, and their admins can see your profile details as they were in that entry. Organizations do not see your library or entries you send to other organizations.
  • Organizations you ask to join see your name, email address and note, so their owners can decide whether to let you in.
  • Jurors see the work and details the organization chooses to show them. When a call uses blind jurying, details such as your name are removed before they reach the jurors.
  • The public sees your work only if it is accepted and the organization publishes an online exhibition. If the call asked your permission to show your work, we follow your answer.
  • Our service providers, who store and process information only on our instructions: Cloudflare (hosting, file storage, email delivery and the “I’m not a robot” check) and PlanetScale (our database).
  • Payment services: Stripe and PayPal handle entry fees under their own privacy policies (Stripe, PayPal). When you pay online, we send them the amount and what it’s for (the call and organization). When an organization connects Stripe, we send Stripe its name, country and the email address of the person connecting it, so Stripe can open the organization’s account; Stripe then collects what it needs (such as bank and tax details) directly.
  • GalleryEntry staff, only when needed to give support, fix problems or keep the service safe. When staff view GalleryEntry as a user to help them, it is read-only and recorded.
  • Others, when the law requires it: if we must respond to a valid legal request, or to protect someone’s safety. If Grimaldi Labs LLC is ever sold or merged, your information would pass to the new owner under this policy, and we’d tell you first.

How long we keep it

We keep your account information for as long as your account is open. When you or an organization delete something, it can be recovered for 30 days in case of mistakes, and is then permanently erased. Backups are overwritten on a regular schedule after that.

If you delete your account, we delete your profile and library. Entries you already sent to organizations stay with them for their records, with your name and contact details removed.

Your choices and rights

  • See and change your profile and library at any time in your account.
  • Download the original files of your artwork at any time.
  • Choose which optional emails you receive in your profile. Emails about your account and your entries (such as receipts and decisions) are always sent.
  • Ask us for a copy of your information, or to delete your account, by emailing support@galleryentry.com. We’ll reply within 30 days.

Depending on where you live (for example in California, Europe or the UK), you may have other legal rights, such as asking us to correct your information, limit how we use it or object to how we use it. We give these choices to everyone, wherever they live. Email us to use them. If you’re not happy with our answer, you can complain to your local data protection authority.

Children

You must be at least 13 to create a GalleryEntry account, and under-18s need a parent’s or guardian’s permission. We don’t knowingly collect information from children under 13. If you think a child under 13 has an account, email us and we’ll delete it.

Keeping it safe

GalleryEntry uses encrypted connections (HTTPS) everywhere, stores passwords only in scrambled form, encrypts organizations’ payment keys, and checks permissions on every request so each organization sees only its own information. No system is perfectly secure; if we learn of a breach that affects you, we’ll tell you promptly.

Where your information is stored

Our database is in the United States. Files and web pages are served by Cloudflare’s worldwide network so they load quickly wherever you are. By using GalleryEntry from outside the United States, you understand your information will be handled there.

Cookies

We use only the cookies needed to keep you signed in and to stop robots. No advertising or tracking cookies. See our Cookie Policy.

Changes to this policy

If we change this policy, we’ll update the date at the top. If a change matters, we’ll email account holders or show a notice in GalleryEntry before it takes effect.

Contact us

Grimaldi Labs LLC, Michigan, USA. Email: support@galleryentry.com