Black Swan Arts Privacy Policy

How we collect data
Why we collect data
Third parties
What are cookies
How we use cookies
Requesting or correcting your information
Removing the information that we hold about you
How to get in touch with us

How we collect data

  • Gallery visitor books
  • Eventbrite – event booking
  • Secure email
  • Competition manager – competition/exhibition entry
  • Newsletter signup
  • Exhibition or studio applications
  • Volunteer application or registration
  • Respond to one of our postal mailings or emails
  • Through conversation with our staff, trustees & volunteers

Why we collect data

  • Contracts – gallery hire or studio tenancies
  • Market research – to understand our audience demographic and plan future events and exhibitions
  • To know who is coming to an event
  • To keep our customers informed about our future events and news
  • To be able to notify those interested, if a studio space or exhibition space becomes available


Our newsletter is emailed out approximately once a month – timed to let you know about the opening of each Long Gallery exhibition. We may also contact you in relations to our other news such as the call for artists for our annual competitions; the Young Art Open and Art Open. We use a secure mailing service which allows you to unsubscribe at any time.


We retain information about past entrants in order to inform you when we have subsequent calls for artists. We use a secure mailing list which allows you to unsubscribe from any future updates of this nature and to update your preferences. We may ask for information such as age and gender to help us better understand the demographic and spread of entrants and because our Young Open competition has age restrictions and categories.


We collect details about event participants in order to manage the numbers of attendees and to know who is attending. We will keep this information for a maximum period of 3 years. If payment is involved we will retain essential information only for the required seven years (six from the financial year it was collected).

Third parties

We will only pass on your details where it is entirely necessary, such as to authorise a payment to our bank or Paypal account, or if the law requires it.

What are cookies?

A cookie is a small text file, typically consisting of letters and numbers, downloaded to your computer when you access websites. Typically, they contain the following information: a site name and unique user ID, the duration of the cookie’s abilities and effects, and a random number. As a rule, cookies cannot be used to reveal your identity or personally identifying information.

When you access a site for the first time, the cookie is downloaded to your device and can be used to verify whether there is information about you stored upon a return visit. Generally, cookies are used to assist some functionality of the site. Session data is retained until you close the browser and can be used to remember your shopping basket contents. Persistent cookies can allow your preferences to be saved for return visits such as language or appearance settings.

It is a legal requirement that you (the website user) are given the opportunity to understand how we use cookies on our site.
To find out more about cookies in general visit We gather session data through the use of cookies about visits to our website which helps us to understand where our customers are based and which devices or browsers our site is being accessed from. This information does not currently include the User ID feature. In addition to the analytics data, this site contains a cookie which is used to identify your current browser session, so once logged in you do not have to log in every time you navigate to a new page. The expiry is set to 120 minutes from initial login. This can be useful if you are completing your entry and navigating through the content.

Donations made via the link on our site are through PayPal. Please refer to their privacy policy for more information.

Requesting or correcting your information

You have the right to correct or amend information that we store about you and also to request all data we have about you.

Removing the information that we hold about you

You can request that we delete all information we have about you (other than anonymised statistics) at any time. Please note that financial information is required to be kept on record for seven years (six from the financial year it was collected) as is information about our tenants.

How to get in touch with us:

Black Swan Arts,
2 Bridge Street,
BA11 1BB

Tel: 01373 473980


GDPR primary contact: Rosie Hart

Black Swan Arts is ICO registered as Black Swan Guild which was the name we were originally registered under.