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PRIVACY POLICY

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Last updated: 20 August 2026

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1. Data Controller

The controller of personal data processed through the ORAC Gallery website, general artist submissions and related communications is:

ORACART sp. z o.o.
ul. Żeromskiego 32
05-070 Sulejówek, Poland
KRS: 0000178340
NIP: 8222107725
REGON: 015575743

operating under the brand ORAC Gallery.

Email for privacy-related matters:
monika.turczynska@oracgallery.com

Where a particular open call, exhibition, art fair or other project has its own dedicated Privacy Notice, that notice applies to the processing connected with that specific project.

2. Personal Data We Process

Depending on how you interact with ORAC Gallery, we may process information including:

  • name and surname;

  • email address and telephone number;

  • city and country of residence;

  • website, portfolio and professional social media links;

  • artist biography, artist statement and CV;

  • information concerning artistic practice, exhibitions and professional experience;

  • portfolio files, artwork images and information about submitted works;

  • information concerning prices, availability and logistics of artworks;

  • correspondence with ORAC Gallery;

  • information necessary to process application fees and confirm payment;

  • technical information related to use of the website, where collected through website functionality, cookies or security systems.

We do not require applicants to provide special-category personal data unless it is genuinely necessary for a particular purpose.

3. Purposes and Legal Bases for Processing

We process personal data for the following purposes:

A. Artist applications and selection

To receive, verify, assess and respond to artist applications and to take steps connected with possible exhibition, representation, art fair or curatorial collaboration.

Legal basis: Article 6(1)(b) GDPR — processing necessary to take steps at the request of the data subject prior to entering into a contract and, where applicable, to perform a contract.

B. Application fees and payments

To process and confirm payments, maintain transaction records and handle related enquiries.

Legal basis: Article 6(1)(b) GDPR and, where applicable, Article 6(1)(c) GDPR where processing is necessary to comply with accounting, tax or other legal obligations.

C. Communication and administration

To respond to enquiries, maintain correspondence, organise the selection process and manage relationships with applicants and selected artists.

Depending on the context, the legal basis is Article 6(1)(b) GDPR or Article 6(1)(f) GDPR.

Our legitimate interests include the effective administration of ORAC Gallery’s activities, protection of our rights, documentation of communications and organisation of professional artistic projects.

D. Protection of rights, security and prevention of misuse

We may process data where necessary to establish, exercise or defend legal claims, prevent fraud, ensure website and payment security or protect ORAC Gallery and its users.

Legal basis: Article 6(1)(f) GDPR — our legitimate interests in protecting our rights, systems and business activities.

E. Future exhibition and professional opportunities

Where you separately agree that ORAC Gallery may retain your portfolio and contact details and contact you about future opportunities, we process those data on the basis of your consent.

Legal basis: Article 6(1)(a) GDPR.

Such consent is voluntary and does not affect the assessment of your current application.

You may withdraw your consent at any time by contacting:

monika.turczynska@oracgallery.com

Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

4. Application Data and Artistic Materials

Materials submitted as part of an application are used primarily to evaluate the applicant’s artistic practice and suitability for ORAC Gallery projects.

Submission of materials does not mean that they will automatically be published or made publicly available.

If an artist is selected for a public exhibition, art fair, publication or promotional activity, further processing of selected professional information and artwork images may take place in connection with that collaboration and, where appropriate, under a separate agreement.

5. Recipients of Personal Data

Personal data may be made available only where reasonably necessary to:

  • authorised persons working for or with ORAC Gallery;

  • providers of website, hosting and form infrastructure, including Wix;

  • payment service providers involved in processing application fees;

  • email and communication service providers;

  • IT and security service providers;

  • accounting, legal or professional advisers;

  • public authorities where disclosure is required by law;

  • project partners or service providers where necessary to organise a specific exhibition, art fair or other collaboration.

Recipients process data only to the extent necessary for the relevant purpose and subject to applicable data protection requirements.

6. International Data Transfers

Some technology, website, cloud, communications or payment service providers may process personal data outside the European Economic Area.

Where personal data is transferred outside the EEA, ORAC Gallery requires the transfer to take place in accordance with Chapter V of the GDPR, including through an adequacy decision or appropriate safeguards such as standard contractual clauses, where applicable.

7. Data Retention

Personal data is retained only for as long as necessary for the purpose for which it was collected.

In particular:

  • data connected with an active artist application is retained for the duration of the selection process and for a reasonable period afterwards where necessary for administration, correspondence or protection of legal claims;

  • transaction and accounting information is retained for the period required by applicable accounting and tax law;

  • data necessary for the establishment, exercise or defence of legal claims may be retained until the relevant limitation periods have expired;

  • where an applicant has given separate consent to retain their portfolio and contact information for future opportunities, such data may be retained for up to 24 months, unless the consent is withdrawn earlier.

When personal data is no longer required, it is deleted or anonymised where appropriate.

8. Your Rights

Subject to the conditions provided by the GDPR, you may have the right to:

  • access your personal data;

  • obtain a copy of your personal data;

  • request correction of inaccurate or incomplete data;

  • request erasure of personal data;

  • request restriction of processing;

  • object to processing based on legitimate interests;

  • receive certain personal data in a portable format;

  • withdraw consent at any time where processing is based on consent;

  • lodge a complaint with a competent supervisory authority.

Requests concerning personal data may be sent to:

monika.turczynska@oracgallery.com

The applicability of individual rights may depend on the legal basis and circumstances of the processing.

9. Right to Lodge a Complaint

If you believe that your personal data is being processed unlawfully, you have the right to lodge a complaint with the Polish supervisory authority:

President of the Personal Data Protection Office
(Prezes Urzędu Ochrony Danych Osobowych — UODO)

You may also contact ORACART sp. z o.o. first so that we can address your request directly.

10. Automated Decision-Making

ORAC Gallery does not make decisions concerning artist selection that produce legal or similarly significant effects solely through automated processing.

Applications are subject to professional or curatorial review.

11. Requirement to Provide Data

Providing information marked as required in an application form is necessary for us to process and assess the application.

Failure to provide required information may make it impossible to complete the application or provide the relevant service.

Consent to retain information for future opportunities is optional and is not required to submit an application.

12. Website and Cookies

The ORAC Gallery website may use cookies and similar technologies necessary for website operation, analytics, security or other functions.

Further information is available in the separate Cookie Policy.

13. Changes to this Privacy Policy

We may update this Privacy Policy where necessary due to changes in our activities, website functionality, service providers or applicable law.

The current version will be published on the ORAC Gallery website together with the date of the latest update.

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