Important: Articheck servers will undergo essential updates between 05:00 and 10:00 GMT on Sunday 17 November. During this time, our iOS and web apps will be temporarily unavailable. We apologise for any inconvenience.

Privacy & Cookies

  1. Introduction & Defined Terms

Articheck Limited (“Articheck”) provides an online platform to assist its Clients with the creation and management of conditions reports (“Condition Reports”) in respect of works of art and artefacts (“Artwork”) which pass though their possession, or in which they may have other interests for example insurance.  Articheck delivers this through a “Platform as a Service” model. While we do not expect to process significant quantities of Personal Data, the privacy and security of our Clients and Visitors are of paramount importance to Articheck, and we are committed to protecting the data placed within the Application. This privacy policy explains how Articheck processes Personal Data collected through use of its website and Application.

All information stored on Articheck’s platform is treated as confidential. All information is stored securely and is accessed by authorised personnel only, who are employees or independent contractors of Articheck. Some of the information (principally Condition Reports) is made available to legitimate users of the products and services (ie Clients and their Authorised Users) supplied by Articheck. Articheck may process the data it holds (including Personal Data) to satisfy any contractual, regulatory or statutory requirements we may have, and we may do so in either a manual format or an electronic format.

Articheck implements and maintains appropriate technical, security and organisational measures to protect Personal Data against unauthorised or unlawful processing and use, and against accidental loss, destruction, damage, theft or disclosure.

For the purposes of this policy, Articheck uses the following terms:

“Application” means the web-based application developed and maintained by Articheck

“Artwork” any item which is the subject of a Condition Report

“Authorised User” is an employee or independent contractor of the Client who meets the requirements set out in the agreement between the Client and Articheck, and is registered to receive a user ID to access and use the Application on behalf of the Client

“Client” is a subscriber to our platform, together with its nominated group companies

“Condition Report” is a report detailing the appearance, condition and location of an Artwork, generated by the Application based on data inputted by a Client

“Personal Data” means data which can be used directly or indirectly to identify an individual, and is defined in greater detail in the UK’s Data Protection Act 2018 (implementing GDPR)

“Visitor” is an individual who visits our public facing website.

  1. Collection and use of data

The following sections cover the specifics of each of the two groups from whom Personal Data is collected: 

  • Visitors
  • Clients & Authorised Users

2.1 Visitors

If you are a Visitor to our public facing website (“Website”) at www.articheck.com only, and not Client or an Authorised User accessing the Application, then this section is relevant to you.

By visiting our Website, you consent to the collection and use of your Personal Data as described below. If you do not agree with the terms set out below, please do not visit the Website. If required by applicable law, we will seek your explicit consent to process Personal Data collected through the Website or volunteered by you but if you do not grant the requested consent to the processing of your Personal Data, the use of the Website may not be possible.

Articheck may collect, record and analyse the following information of Visitors to its Website:

  • Computer access information such as your IP address, the type of internet browser and computer operating system you are using, and the domain name of the website from which the Visitor accessed our Website
  • Personal Data which you may enter into the Website’s contact forms, including your name, address, email address, telephone number, organisation, job title
  • Information you provide to us about your interest in our products and services

 2.1.1 Purpose of processing Personal Data

Articheck gathers data about visits to the Website, including numbers of Visitors and visits, geo-location data, length of time spent on the Website, pages clicked on or where Visitors have come from. We collect this information to understand how our Website is accessed and used, and to improve the experience of our Website for Visitors. While our datacentres are located in the European Economic Area (“EEA”), in visiting our website, you consent to us transferring your Personal Data outside of the EEA where operationally necessary.  Further information about this is set out in section 2.3.4 below.

2.1.2 Sharing Personal Data

Articheck may also share such information on an aggregated and anonymised basis with other businesses we work with, in order to provide a requested service or transaction or in order to analyse the Visitor behaviour on our Website. Exceptionally, we may also be required to share data with regulators or other governmental bodies. We do not, however, sell, rent or otherwise market Personal Data to third parties.

2.1.3 Cookies

Cookies are small text files sent by a website to a Visitor’s computer or other device. Cookies cannot be used to run programs or deliver viruses to your computer. By continuing to visit our Website, you agree to the placement of cookies on your device. We do not link the information we store in cookies to any Personal Data you submit while visiting our Website. If you choose not to accept our cookies we cannot guarantee that your experience will be as fulfilling as it would otherwise be. We may also place cookies from third parties for functional and marketing purposes. The use of cookies is a standard part of how most websites work.

2.1.4 Links to other sites

Please be aware that while visiting the Website, Visitors may be able to follow links to other sites that are beyond our control. Articheck is not responsible for the content, functioning or privacy policy of these other sites. We encourage you to be aware and read the privacy statements of each website that collects your personally identifiable information.

2.2 Clients

If you are a Client of Articheck, this section will be relevant to you.

2.2.1 General

In order to provide services to its Clients, Articheck collects certain types of data from them. Furthermore, Clients collect and input information from third parties in order to create Condition Reports, including Personal Data relating to the owner of the relevant Artwork. This section will describe how these two types of data are collected and used by Articheck as well as geographical differences that affect this policy. Data entered or transferred into the Application by Clients such as texts, questions, contacts, media files, etc., remains their property and may not be shared with a third party by Articheck without express consent from the Client.

2.3.2 Purpose of collection and processing of Client data and Authorised User data

During a Client’s registration and through the use of Articheck’s platform, Clients and their Authorised Users will provide information such as name, company name, address, user emails and contact details and other relevant data. This information is used by Articheck to identify Authorised Users and provide the Client with support, services, sales and marketing actions, billing and to meet contractual obligations.

Authorised Users can at any time access and edit, update or delete their contact details by logging in with their username and password to the Application. Clients may create more Authorised Users with different privilege levels within their account. It is the responsibility of the Client to choose the level of access each Authorised User should have. Articheck will not retain Authorised User data longer than is necessary to fulfil the purposes for which it was collected or as required by applicable laws or regulations. It is the responsibility of the Client to remove / revoke access to any of their Authorised Users who no longer should have access to the Application.

2.3.3 Creation of Condition Reports by Clients

Condition Reports are created by Clients. It is the Clients’ responsibility to ensure that collection and processing of data by them is done in accordance with applicable law. 

Condition Reports may include Personal Data from individuals uploaded, transferred or manually entered by the Authorised User into the Application in order to create Condition Reports. Data may include personal contact information such as name, work address, telephone or mobile number, email address, and other sensitive Personal Data where inputted by the Authorised User. 

The purpose of collecting Personal Data as part of the Client’s creation of Condition Reports will vary according to the configuration chosen by the Client. As Articheck provides services to a wide group of clients, the purpose may vary greatly, but will generally be related to a Client’s legitimate need to record the condition and ownership of Artworks, which will be needed for insurance purposes, as well as to fulfil Clients’ obligations to their clients. 

2.3.4 Geographical location

Articheck’s Application is accessible globally and we recognise our Clients’ operations may span across multiple geographies. 

(a) Processing in the European Economic Area (EEA)

For Clients located in the EEA, all processing of Data is performed in accordance with privacy rights and regulations following the EU Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 (the Directive), and the implementations of the Directive in local legislation, and Articheck’s processing will take place in accordance with the GDPR as incorporated into UK law by the Data Protection Act 2018.

Articheck processes Personal Data both as a Processor and as a Controller, as defined in the Directive and the GDPR. Articheck is a Processor of data where it has been uploaded to its Application by an Authorised User on behalf of a Client in order to create Condition Reports.  Articheck is a Controller of data where Articheck has collected the data from Authorised Users and Visitors. For Condition Reports, as outlined in the “Creation of Condition Reports” section 2.3.3, the Client will be the Processor in accordance with Directive and GDPR, and Articheck will be a sub-Processor.

All data collected by Articheck will be stored exclusively in secure hosting facilities provided by Amazon Web Services. Articheck has a data processing agreement in place with its hosting provider, ensuring compliance with the Directive. All hosting is performed in accordance with the highest security regulations. All transfers of data internally in the EEA are done in accordance with this data processing agreement.

 (b) Processing in other regions

For Clients based in other regions, Articheck processes data in data centres located in the EEA. Articheck has adopted reasonable physical, technical and organizational safeguards against accidental, unauthorised or unlawful destruction, loss, alteration, disclosure, access, use or processing of the Client’s data in Articheck’s possession. Articheck will promptly notify the Client in the event of any known unauthorised access to, or use of, the Client’s data.

All data collected by Articheck will be stored solely in secure hosting facilities provided by Amazon Web Services. Articheck’s contract with its hosting provider ensures that all hosting is performed in accordance with the highest security regulations. Accordingly, Articheck adheres to practices and policies that aim to safeguard the data.

  1. Retention and deletion

Articheck will not retain data longer than is necessary to fulfil the purposes for which it was collected or as required by applicable laws or regulations. For Condition Reports, we are permitted under the Data Protection Act to retain data including Personal Data for archival purposes as well as possible defence of legal claims and the fulfilment of contractual obligations. For the data of Authorised Users with an active account, Clients will have the responsibility to archive or delete data when required. When an Authorised User’s account is terminated or expires, all Personal Data collected through the platform will be archived or deleted, as required by applicable law or regulatory requirement.

  1. Acceptance of these Conditions

We assume that all Visitors of our website, Clients and Authorised Users of the Application have carefully read this document and agree to its contents. If you do not agree with this privacy policy, please refrain from using our Website and Application. We reserve the right to change our privacy policy as necessity dictates. Continued use of our Website and Application after such changes to these conditions implies acceptance of the revised privacy policy. This privacy policy is an integral part of Articheck’s terms of use.

  1. Our Legal Obligation to Disclose Personal Information

We will reveal a user’s Personal Data without his/her prior permission only when we have reason to believe that the disclosure of this information is required to establish the identity of, to contact or to initiate legal proceedings against a person or persons who are suspected of infringing rights or property belonging to Articheck or to others who could be harmed by the user’s activities or of persons who could (deliberately or otherwise) transgress upon these rights and property. We are permitted to disclose personal information when we have good reason to believe that this is legally required.

  1. Contacting Articheck

If you wish to contact Articheck in relation to privacy and data protection, please contact us at the following address:

Articheck Limited, 11 Baldslow Down, St. Leonards-On-Sea, England, TN37 7NH

dataprotectionandprivacy@articheck.com

scan-details (2)
scan-details (1)

Related Case Studies

Helping Lisson Gallery save 30mins per condition report

How Articheck gives Crown Fine Art UK the flexibility to treat every work individually and still create quick, consistent condition reports

How the Design Museum used Articheck to save $10k and 26 days of staff time

scan-details (2)
scan-details (1)

Tired of duplicating data? Let us handle it

Stop wasting hours on manual data entry across platforms. With Articheck’s API, your data syncs automatically – saving time, reducing errors, and giving you the consistent, up-to-date data you need to best care for your objects. Contact us to find out more.

CHSI

“Articheck has been developed by people who understand the needs of collections management and conservators. It’s been so helpful for working on loans and a large survey we are completing.  It syncs well with TMS and we are actively recommending it to partners we work with.”

Sara Frankel
 Harvard CHSI

Articheck servers will undergo essential updates between 05:00 and 10:00 GMT on Sunday 17 November. During this time, our iOS and web apps will be temporarily unavailable. We apologise for any inconvenience.