Privacy Policy
Last updated:
This Privacy Policy explains how the Society of Illustrators (“we,” “us,” or “our”) collects, uses, stores, and protects personal information provided through the Society of Illustrators Competitions website and related services (the “Service”). By accessing or using the Service, you agree to the practices described in this Policy.
1. Who We Are
The Society of Illustrators is a non-profit organization located at 128 East 63rd Street, New York, NY 10065. We organize and administer illustration competitions, exhibitions, and related programs.
2. Information We Collect
We collect the following categories of personal information when you interact with the Service:
- Account information: name, email address, password, profile details
- Competition submissions: artwork files, titles, descriptions, category information, metadata, statements, and portfolio links
- Payment information: billing details, transaction IDs (processed through secure third-party payment providers)
- Communications: emails, support requests, judging correspondence
- Technical data: IP address, browser type, device information, usage logs, and cookies (see Cookie Policy, if applicable)
3. How We Use Your Information
We use personal information for the following purposes:
- Administering competition submissions, judging, awards, and exhibitions
- Processing entry fees and issuing receipts
- Communicating with entrants, finalists, and award recipients
- Verifying eligibility and preventing fraudulent activity
- Publishing selected works online, in catalogs, or in promotional materials (only where permitted by competition rules)
- Improving and securing the website and user experience
4. Legal Basis for Processing (EU/UK users)
For individuals located in the EU or UK, we process personal data based on one or more of the following legal grounds:
- Performance of a contract (entry submission, payment, award processing)
- Consent (e.g., email communications, publication permission)
- Legitimate interest (platform security, fraud prevention, archival recordkeeping)
5. Disclosure to Third Parties
We may share data with trusted service providers solely for operational purposes, including:
- Payment processors (e.g., Stripe, PayPal)
- Hosting and IT infrastructure providers
- Email and communication platforms
- Judging platforms or digital entry systems
We do not sell personal information.
6. Data Retention
- User accounts: retained until deleted by the user or inactive for 5 years
- Submitted artwork & competition records: may be archived indefinitely as part of historical record, unless removal is requested (where permissible)
- Payment records: retained for 7 years for accounting/legal compliance
7. Your Rights
You may request to:
- Access your personal data
- Correct inaccurate information
- Delete your account or submissions (subject to competition archive rules)
- Request a copy of your data in portable format
- Withdraw consent where processing is based on consent
To make a request, contact: info@societyillustrators.org
8. Children’s Privacy
The Service is not intended for children under 16 without parental or institutional consent. If we learn that data was collected from a minor without authorization, we will delete it.
9. Security
We use technical and administrative safeguards to protect personal data, including encryption, access controls, and secure hosting. No system is 100% secure; users submit data at their own risk.
10. International Transfers
Data may be stored or processed in the United States. If you are located outside the U.S., by using the Service you consent to this transfer.
11. Cookie Policy
This Cookie Policy explains how the Society of Illustrators (“we,” “us,” or “our”) uses cookies on the Society of Illustrators Competitions website (the “Service”). This website does not use third-party advertising or tracking cookies.
1. What Are Cookies?
Cookies are small text files stored on your device to help the website function properly, remember settings, and maintain secure sessions. The cookies we use do not collect personal data for advertising or user profiling.
2. Types of Cookies We Use
- Strictly Necessary Cookies
Required for core site functionality such as logging in, submitting entries, or maintaining a secure session. - Functional Cookies
Used to remember user preferences such as form selections or display options.
We do not use:
- Advertising or remarketing cookies
- Cross-site tracking or profiling cookies
- Google Analytics, Meta Pixel, or similar analytics trackers
3. Third-Party Cookies
No third-party advertisers, analytics providers, or tracking networks place cookies through this website.
Some cookies may be set by trusted service providers strictly for security or hosting purposes (e.g., CDN, session handling), but none are used for tracking or advertising.
4. How to Control Cookies
Most browsers allow you to block or delete cookies at any time. Doing so may affect login or submission features but will not prevent you from viewing public pages.
5. Cookie Retention
Session cookies are automatically deleted when you close your browser. Functional cookies may remain until manually deleted or until they expire.
6. Updates to This Cookie Policy
We may update this policy if our cookie usage changes. The “Last updated” date will always reflect the latest version.
12. Changes to This Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top indicates the most recent revision. Continued use of the Service constitutes acceptance of changes.
13. Contact Us
Email: info@societyillustrators.orgPhone: 212-838-2560
Postal Address: 128 East 63rd Street, New York, NY 10065