Privacy Policy

Last updated: 14.12.2024


This Privacy Policy for PhotoAnthology Foundation ("we," "us," or "our") explains how we collect, use, store, and share your personal information when you interact with our platform ("Services"), including:


  • Visiting our website at https://photoanthology.org or any related pages linking to this Privacy Policy.
  • Interacting with us in other ways, such as through applications submitted by photographers, surveys, or support inquiries.

If you have questions or concerns about how we handle your personal information, this Privacy Policy is here to guide you. Please read it carefully to understand your privacy rights and options. If you disagree with any part of this Privacy Policy, we advise against using our Services. For further clarification, feel free to contact us at legal@photoanthology.org.



Summary Of Key Points


Here’s an overview of the key points covered in this Privacy Policy:


What personal information do we process?

We may process limited personal information (e.g., email address) based on how you interact with our platform.


Do we process sensitive information?

No, we do not process sensitive personal information.


How do we use your information?

We process your data to provide and improve our Services, ensure security, communicate with you, and comply with legal requirements.


Do we share your information?

We may share data only with trusted service providers who support our platform’s functionality (e.g., hosting or processing donations).


How do we protect your information?

To the best extent possible, we follow robust security practices to safeguard your information, though no system is entirely immune to potential risks.


What are your rights?

Depending on your location, you may have rights to access, correct, or delete your data, among others.


How can you exercise your rights?

You can contact us at legal@photoanthology.org, and we will address your requests in accordance with applicable laws.


For a detailed explanation of these points, continue reading the full Privacy Policy.


1. What Information Do We Collect?


We collect personal information to provide our Services effectively and ensure their security and functionality. This section explains what information we collect and how.


Personal Information You Provide to Us

In Short: We collect personal information that you choose to share with us.


We collect personal information that you voluntarily provide when you:

  • Register for an account on our platform.
  • Apply to have your work included on our platform.
  • Contact us with inquiries or requests.
  • Participate in surveys or provide feedback about our Services.

The personal information we collect may include:

Identifiers: Your email address and account name.


Information automatically collected

In Short: Certain technical and usage information is collected automatically when you use our Services.


Like most websites, we use cookies and similar technologies to collect additional information about your interaction with our platform. These help us improve functionality, enhance your experience, and perform analytics. When you visit or interact with our Services, we automatically collect non-identifiable data such as:

  • Log and Usage Data: This includes IP addresses, browser types, device characteristics, operating systems, referring URLs, language preferences, and data about your interactions with our platform (e.g., pages viewed, actions taken, and timestamps).
  • Device Data: Information about the devices used to access our Services, such as your computer, phone, or tablet. This may include device IDs, Internet service provider details, and system configurations.
  • Location Data: General location data based on your IP address. Precise geolocation is only collected if you allow it through your device settings, and you can disable this option at any time.

We collect this information to:

  • Maintain the security and functionality of our Services.
  • Conduct internal analytics to improve our platform.

Google API

If you use Google to sign in or interact with certain features, we may access limited information, such as your email address, in compliance with the Google API Services User Data Policy, including the Limited Use requirements.


2. How Do We Process Your Information?


In Short: We process your information to provide our Services, communicate with you, ensure security, and comply with applicable laws.


We process your personal information based on how you interact with our platform and Services. Specifically, we may process your information for the following purposes:

  • To facilitate account creation and authentication: We process your information to allow you to create and log in to your account and keep your account functional.
  • To provide and improve our Services: We use your information to deliver the Services you request, ensure they meet your needs, and improve their quality.
  • To respond to inquiries and provide support: We process your information to answer your questions, resolve issues, and offer support related to our Services.
  • To send administrative communications: We use your information to share updates about our Services, including changes to terms and policies or other important information.

3. What Legal Basis Do We Rely on to Process Your Information?


In Short: We only process your personal information when we have a valid legal basis to do so, in compliance with applicable laws. The legal basis includes but is not limited to:


For Users in the EU or UK


Under the General Data Protection Regulation (GDPR) and UK's Data Protection Act (DPA), we rely on the following legal bases to process your personal information:

  • Consent: We process your information when you have provided explicit consent for a specific purpose (e.g., creating an account or submitting your work). You can withdraw your consent at any time by contacting us on legal@photoanthology.org.
  • Performance of a Contract: We may process your personal information when it is necessary to fulfill our contractual obligations to you, such as providing access to our Services, or to take steps at your request before entering into a contract with you.
  • Legal Obligations: We process your information when required to comply with legal obligations, such as cooperating with law enforcement or regulatory authorities.

4. When and With Whom Do We Share Your Personal Information?


In Short: We share your personal information only in specific situations and with trusted third parties, as outlined below.


We may share your personal information in the following situations:

Service Providers and Partners: We may share your personal information with trusted service providers or partners who assist us in providing our Services, maintaining our website, processing donations, or supporting other organizational activities. These third parties are contractually obligated to use your information solely for the purposes we specify and to protect your data in compliance with applicable laws.


5. Do We Use Cookies and Other Tracking Technologies?


In Short: We may use cookies and similar technologies to collect information and enhance your experience.


We use cookies and other tracking technologies, such as web beacons and pixels, to gather information about how you interact with our Services. These technologies help us:

  • Maintain the security and functionality of our platform.
  • Improve your experience by saving preferences.
  • Perform analytics to enhance our Services.

Google Analytics

We use Google Analytics to track and analyze usage of our platform. This helps us understand how users interact with our Services and improve their functionality.


If you prefer not to be tracked by Google Analytics, you can opt out by visiting Google Analytics Opt-Out Tool. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.


6. Do We Use Artificial Intelligence in Our Services?


In Short: In compliance with applicable laws, we use artificial intelligence (AI) technologies to enhance our mission of preserving and contextualizing the legacy of photographers and their work.


As part of our efforts to provide a comprehensive and enriched experience, we utilize AI technologies, including machine learning and advanced data analysis. These tools assist in validating information, curating content, and enhancing the accessibility of photographic works. Our AI-driven processes ensure the preservation of context and authenticity while making the art of photography more accessible to the public.


Use of AI Technologies


We utilize third-party AI service providers, such as OpenAI, solely to analyze and process data related to photographic works, such as descriptions, metadata, and historical records. At no point is personal or user data utilized in these processes.


Our Use of AI


AI technologies are integrated into our publishing workflow to support the following functions:

  • AI research
  • Text analysis
  • AI automation
  • AI translation

7. How Long Do We Keep Your Information?


In Short: We retain your personal information only as long as necessary to fulfill the purposes described in this Privacy Policy or as required by law.


We keep your personal information only for as long as it is needed to provide our Services, comply with legal obligations, resolve disputes, or enforce our agreements. This means:

  • For account-related data: We retain your information while your account remains active.
  • For other data: We keep your information only as long as necessary for the purposes outlined in this Privacy Policy or as required by applicable laws (e.g., for tax or legal compliance).

When we no longer have a legitimate need to process your personal information, we will delete or anonymize it. If deletion or anonymization is not immediately possible (for example, due to storage in backup archives), we will try our best to securely store your information and isolate it from further processing until deletion is possible.


8. How Do We Keep Your Information Safe?


In Short: We are committed to protect your personal information in the best possible manner.


We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.


9. What Are Your Privacy Rights?


In Short: Depending on your state of residence in the US or in some regions, such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.


In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section 'How Can You Contact Us About This Policy?' below.


We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.


If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.


Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us using the contact information provided.


However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.


Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can contact us on legal@photoanthology.org.


Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.


Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.


If you have questions or comments about your privacy rights, you may email us at legal@photoanthology.org.


10. Controls for Do-not-track Features


Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Policy.


11. Categories of Personal Information We Collect


We may collect the following categories of personal information:


  • Category A. Identifiers

Examples: Email address and account name.

Purpose: To facilitate account creation, authentication, and communication regarding our Services.


We may also collect additional personal information in specific situations where you interact with us, including:

  • When you request assistance through our support channels.
  • When you submit applications as a photographer to have your work included on our platform.
  • When you participate in surveys or provide feedback.
  • When you engage with us to facilitate the delivery of our Services or to address your inquiries.

We will use and retain the collected personal information as needed to provide the Services or for as long as the user has an account with us.


How We Use and Share Personal Information

We may share your personal information in the following ways:


  • With Service Providers: We may share your information with trusted service providers who assist us in maintaining our website, processing donations, or providing technical support. These service providers operate under written contracts and are obligated to use your information only for specified purposes and to protect its confidentiality.
  • For Internal Non-Profit Purposes: We may use your personal information for non-profit purposes, such as internal research to improve our Services or develop new tools. This does not involve selling or sharing your personal information.
  • For improving our platform or our services.

Your Rights

Under certain U.S. state data protection laws, you have specific rights regarding your personal information. These rights may include the right to know whether we are processing your personal data, the right to access the personal data we have collected about you, and the right to correct inaccuracies in your data. You may also have the right to request the deletion of your personal data, obtain a copy of the data you previously shared with us, and exercise the right to non-discrimination for asserting your privacy rights.


Depending on the state where you reside, you may also have additional rights, such as accessing the categories of personal data being processed and the third parties to whom your data has been disclosed, and obtaining a detailed list of specific third parties receiving your data. These rights are not absolute, and we may decline your request as permitted by applicable law.


How to Exercise Your Rights

To exercise these rights, you can contact us by emailing us at legal@photoanthology.org, or by referring to the contact details at the bottom of this document.


Under certain US state data protection laws, you can designate an authorised agent to make a request on your behalf. We may deny a request from an authorised agent that does not submit proof that they have been validly authorised to act on your behalf in accordance with applicable laws.


Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.


If you submit the request through an authorised agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.


Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at legal@photoanthology.org. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.


12. Do Other Regions Have Specific Privacy Rights?


In Short: You may have additional rights based on the country you reside in. Please consult a privacy lawyer or a data protection consultant to understand your privacy rights and rights in relation to your personal information and personal data in your country of residence or your jurisdiction.


13. Do We Make Updates to This Policy?


In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws.


We may update this Privacy Policy from time to time. We will alert you about any changes by updating the "Last updated" date of this Privacy Policy, and you waive any right to receive specific Policy of each such change. It is your responsibility to keep yourself updated about any recent changes to this Privacy Policy.


14. How Can You Contact Us About This Policy?


If you have questions or comments about this Policy, you may email us at legal@photoanthology.org or contact us by post at: PhotoAnthology Foundation, Stara planina 20, Sofia (1504), Bulgaria.


15. How Can You Review, Update, or Delete the Data We Collect From You?


You have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please email us at legal@photoanthology.org.