Privacy Policy

Part 3. Privacy Policy

POLICY | Effective November 4, 2026 | Version 1.7

Who this policy covers

Museum.Studio is the operator of this website and of Studio Operations. This policy explains how we handle personal information about website visitors, subscribers and their staff, people contacting support, prospective artist customers, and people using Museum.Studio-hosted public pages. Contact [email protected] or write to Museum.Studio Privacy, 6210 Wilshire Blvd., Suite 200, Los Angeles, CA 90048.

For information you give an artist through their catalogue, inquiry, or checkout, the artist generally decides how that information is used for their own business. We process studio-managed information for the artist under our Data Processing Addendum. The artist's privacy notice also applies. For our own account administration, subscription billing, security, support administration, and marketing, Museum.Studio decides the purposes described below.

Information we collect and where it comes from

Account and contact information. You provide your name, email, studio/business name, account settings, support correspondence, and authorized staff details. We maintain authentication records, password verification data or supported credential records, permissions, and verification events. Do not send passwords through support.

Mobile telephone number. We ask for a mobile telephone number when you create an account and send you one text message containing a code to confirm it. We use the number to verify the account, to keep one account per person, and to protect the Services against fraudulent and automated signups. We do not use it for marketing or sell it. Twilio processes the number to deliver and check the verification code. We keep a one-way, keyed identifier to recognise numbers already used. For new verified accounts, we also keep an encrypted copy of the number for account administration and support, accessible only in the owner’s subscriber view. The encrypted contact copy is removed when the studio account is deleted; the duplicate-prevention identifier follows our fraud-prevention retention rules.

Student trial. If you ask for the student trial, we email a six-digit code to your school email address. We do not store that address. We keep only a yes mark that you asked, the name of your school (for example ucla.edu), and a one-way fingerprint of the address so the same address cannot be used for a second student trial. We keep these for as long as your studio exists. Our email provider handles the code email like any other email we send, and our own mail log keeps only a masked form of the address (j***@school.edu).

If you start signing up and we text you a code, but you do not finish, we keep the email address and mobile number you entered for up to 30 days so we can see where sign-up stopped and help you finish. We delete them as soon as you finish setting up your account, or after 30 days. We do not use your mobile number for marketing.

Artwork and studio information. You or your authorized users provide artwork images, titles, dimensions, medium, notes, descriptions, inventory records, prices, public profiles, uploaded files, imports, and publication choices. These may include personal information about you or others. You choose which supported fields to publish.

Collector and transaction information. Artists, buyers, inquiries, imports, and connected services may provide contact details, delivery/billing details, correspondence, orders, invoices, refunds, and fulfillment records. These are used to operate the artist's requested workflows. We do not use a subscriber's private collector list for Museum.Studio's own prospecting or marketing.

Museum.Studio subscription information. We and our billing provider process plan, payment, invoice, tax, discount, cancellation, and transaction identifiers and status. Payment-card data submitted through a provider-hosted form is collected by that provider. Museum.Studio receives the payment metadata needed for billing, such as card brand and last digits when provided, not permission to collect full card details in our ordinary forms.

Technical and usage information. Our systems and contracted providers process IP addresses, browser/device information, request times, referring pages or campaign parameters where transmitted, service events, cookies or storage identifiers, error logs, and security events. The Cookie Notice identifies actual tracking tools and choices. Do not place sensitive information in URLs or free-text analytics fields.

AI requests and responses. If you select an AI-assisted feature, the disclosed provider receives the information necessary for it, which can include the primary/front artwork image, selected facts, prompts, notes, and generated text. Relevant support text and account context may be processed by an AI provider if the support interface discloses that use. Do not submit unnecessary collector details, credentials, or sensitive personal information in an AI prompt.

Professional prospect information. We may identify prospective Museum.Studio customers from lawfully accessible artist websites, public professional profiles, galleries, exhibitions, directories, and direct referrals. Records can include professional name, published contact channel, website/social links, location, medium, public career information, source links, and research notes or inferred product fit. Public availability does not mean a person has agreed to marketing. We record sources and respect objections and applicable platform/legal restrictions.

How we use information

We use information to create and protect accounts; provide the requested catalogue, studio, inquiry, sales-record, and document features; process Museum.Studio subscriptions; respond to support; maintain reliable and secure systems; investigate misuse; fulfill your publication and integration instructions; improve functionality using appropriately limited data; manage privacy requests and legal obligations; and communicate service notices.

For our own marketing, we use permitted contact details, preferences, professional prospect records, and campaign performance information to introduce Museum.Studio and measure relevant engagement. You can stop marketing at any time. We do not use protected traits or sensitive personal information to determine an artist's worthiness or access to essential opportunities. Automated research can be wrong; contact us to request correction or human review of a prospect record.

We do not use your private artwork, collector records, or support content to train a general-purpose AI model. Optional AI processing is limited to the disclosed service and contracted provider terms. This is not a promise of zero provider retention: provider security, abuse-monitoring, or application storage may apply under the relevant service terms. Contact [email protected] for provider details for your account.

When you use Art Writer ("Finish my entry"), we send your artwork's main image, its facts and your note to our AI provider, currently OpenAI, only to write that draft. OpenAI does not use this to train its models and may keep it for up to 30 days for abuse monitoring. Your other images, your contacts and your sales information are never sent.

When information is disclosed

Contracted providers receive information needed to provide hosting, storage, delivery/security, billing, email, AI assistance, support, diagnostics, or other identified functions. We restrict their use through appropriate agreements where they process for us. Contact [email protected] for information about the providers, purposes, data, processing locations and retention applicable to your account. A payment company may also act independently for its own fraud prevention, regulatory, and payment-network duties.

Your chosen recipients and integrations receive what you direct us to send. Public artwork pages and published profiles are visible to visitors and may be indexed, downloaded, or copied. Inquiry and sale information goes to the responsible artist and necessary payment or fulfillment providers. Studio staff access depends on the permissions the account owner grants.

We may disclose information to legal, accounting, security, and other professional advisers under confidentiality obligations; to authorities when legally required; or when reasonably necessary to protect rights or safety and permitted by law. In a genuine corporate transaction, information may be reviewed under confidentiality and transferred with the relevant business, subject to applicable privacy obligations and notice. We do not treat a business transfer as permission for unrelated future use without a lawful basis.

Sale, advertising, and tracking choices

We do not sell personal information or share it for cross-context behavioral advertising, and we do not use private studio contact lists to build advertising audiences.

We use essential technology to provide the Services. Any optional analytics or third-party embeds are identified in the Cookie Notice and controlled as described there. We honor legally required opt-out preference signals, including Global Privacy Control where applicable. Legacy browser Do Not Track is not a standardized universal consent mechanism; our configuration does not treat it as a separate request beyond the controls and legally required signals described here.

A site hosting your embedded Museum.Studio catalogue may use its own cookies or collect information independently. Its privacy and cookie notices also apply. We do not authorize that site to use Museum.Studio private account records merely because it embeds a public catalogue.

Retention and deletion

We retain information only as long as reasonably needed for the stated purposes, the applicable customer instructions, security, disputes, or a legal obligation. Account and studio content normally remains while the account is active and during the approved closure/export period. When you delete an artwork, it is removed from the normal workspace and public display immediately and placed in Recently Deleted for 30 days. You can restore it during that period. At the end of the 30 days it becomes due for permanent deletion from active systems, unless it was restored or a documented legal, security, or recordkeeping exception applies. Other deletion and backup retention depends on the category, the need to complete the requested service or recovery, and applicable legal obligations. We restrict retained copies to those purposes and review whether they remain necessary. Contact [email protected] for the retention information applicable to your account.

Billing and tax records, acceptance evidence, security records, and legal holds may outlast account closure for their documented purposes. Marketing suppression records may be retained in minimal form to honor an opt-out rather than accidentally contact you again. Information retained for a legal hold is restricted and reviewed; a hold is not permission to retain everything indefinitely. We do not promise that closing an account instantly erases every backup or an independent payment provider's records.

The signup verification value derived from your mobile number is kept while the account exists and is deleted when the account is deleted, so the same number can be used again for a new account.

Certificate maker email addresses are kept until you unsubscribe. After that we keep only a minimal record so we honor the opt-out.

Your choices and requests

You may update supported account details, choose what to publish, disconnect optional integrations, stop using AI features, unsubscribe from marketing, and request access, correction, export, or deletion through [email protected]. You may also write to the address above. Where law provides additional rights, including an appeal or an authorized agent, we honor them. We do not retaliate for a valid privacy request.

We verify identity proportionately to the sensitivity of the request and do not require an account for a request when none is needed. An authorized agent may need to show authority. We explain any lawful denial, exception, or need for more time and how to appeal where applicable. Applicable legal deadlines take priority over internal targets.

For studio-managed collector information, contact the artist identified on the relevant page. If you contact us, we will identify or assist the responsible customer where appropriate, without disclosing someone else's private account. Museum.Studio also handles any part of your request that relates to information for which it is independently responsible.

Every marketing email provides an unsubscribe route. Opting out of marketing does not stop essential subscription, security, privacy, or service communications. We do not disguise promotional mail as an essential account notice.

Security, location, children, and changes

We use reasonable organizational and technical safeguards appropriate to our processing. The current Studio control set includes multi-factor sign-in with one-time recovery codes, confirmation before an account email changes, one-time password-recovery links, revocation of active sessions, step-up checks for payment connection changes, tenant-authorized access to private artwork and room images, secure transmission, browser and request protections, conflict warnings that prevent silent overwrites, and security audit records. Public artwork access continues to follow the subscriber's publishing choices. Authorized personnel and providers receive access only for legitimate service, support, security, and legal purposes. No service is completely secure, and we do not promise a certification or backup capability that has not been activated and verified.

Museum.Studio is based in the United States. Processing may occur in the United States and other countries where our service providers process information. These locations can have different laws. We do not rely on a statement that you use the site as a substitute for any legally required international-transfer mechanism.

Subscriber accounts are for adults. The Services are not directed to children under 13, and we do not knowingly collect their personal information for an account. If you believe a child has provided information, contact [email protected] so we can investigate and take appropriate action. The adults-only signup rule does not eliminate duties if we acquire actual knowledge of child data.

We publish the effective date and version of changes to this policy. For material changes, we provide prominent notice and, when appropriate, email before the change takes effect. If a new use requires consent, we obtain it before that use. New terms do not retroactively authorize an incompatible use of previously collected information.

Short notices at collection

Signup notice: Museum.Studio uses your name, email, studio details, and account/security information to create and protect your account, provide the service, and communicate with you. Billing data is collected when you choose a paid plan. Read our Privacy Policy for recipients, retention, and your choices. Optional marketing consent is separate.

Artist inquiry notice: This form sends your contact details and message to the artist or studio identified on the form so they can respond. Museum.Studio processes the form for that studio. Read the artist’s privacy notice linked on the form and Museum.Studio's Privacy Policy. Do not include payment-card details or sensitive personal information. Sending an inquiry does not subscribe you to marketing.

Support notice: Museum.Studio uses your message, attachments, and relevant account information to investigate and respond. Do not send passwords or full payment-card numbers. Where the support interface discloses AI assistance, a disclosed AI provider may process relevant support text to help prepare a response. You can request human assistance.

Free certificate notice: When you use the free certificate maker at museum.studio/certificate, the artwork details and photograph you enter stay in your browser and are used only to make your PDF. We ask for your email address to send a 6-digit code that confirms it, and to send you a copy of your certificate. That copy is not kept on our servers after it is sent. We keep your email address, when you confirmed it, the consent sentence you saw, and how many certificates you made, so we can send you occasional email from Museum.Studio. Every one of those emails lets you unsubscribe, and you can stop them at any time. We do not sell your email address or share it for anyone else's marketing.

Part 4. California Privacy Supplement

CALIFORNIA SUPPLEMENT | Effective October 2, 2026

This supplement applies to California residents to the extent the California Consumer Privacy Act, as amended, applies to Museum.Studio's processing. The Privacy Policy provides our identity, contact information, processing purposes, sources, retention criteria, and recipients.

Categories and handling

Depending on your interaction, we collect identifiers such as name, email, online identifiers and IP address; customer-record information such as billing and correspondence details; commercial information such as subscriptions and purchase records; internet activity such as service use and security events; visual or other content you submit; professional information from studio profiles and lawful prospect sources; and inferences recorded for service improvement or professional outreach fit.

Identifiers also include the mobile telephone number collected at signup, held in the one-way keyed form described in the Privacy Policy. It is used only for verification, one-account-per-person enforcement and abuse prevention. It is not sold, not shared, and not used for cross-context behavioral advertising.

Account credentials and some private communications can be sensitive personal information under California law. We use them for account/service, security, support, and other permitted purposes, not to infer sensitive characteristics. If we propose a use requiring a limitation right, we provide the legally required notice and control before that use.

Sources are you, the studio you interact with, authorized integrations and payment providers, service telemetry, and lawful professional/public sources. Disclosures for business purposes are to necessary hosting, security, payment, email, AI, support, and professional-service recipients described in the Privacy Policy, and to your chosen artist or integration. Published material goes to the public as you direct.

We do not sell or share personal information for cross-context behavioral advertising, and have no actual knowledge of doing so for people under 16.

California requests

Where applicable, you may request disclosure of the categories and specific pieces collected, their sources, purposes, and categories of recipients; correction; deletion subject to exceptions; and opt-out of sale/sharing or limitation of sensitive use where relevant. You may use an authorized agent. Museum.Studio will not unlawfully discriminate because you exercise a right.

Use [email protected]. We acknowledge applicable access/correction/deletion requests within 10 business days and normally respond within 45 calendar days of receipt. A permitted extension can add up to 45 days, with timely notice and explanation. Verification does not restart the statutory clock. Opt-out/limitation requests and signals follow their separate, shorter applicable rules, not the access-request deadline.

We apply legally required Global Privacy Control signals without requiring identity verification or account creation. If sale/sharing is introduced, the required conspicuous opt-out link and processing must exist before that change. We do not require you to waive rights to use the Services. If another state grants a right to appeal, the Privacy Policy request route also accepts an appeal and explains the applicable escalation route.

Part 5. Cookies and Similar Technologies Notice

POLICY | Effective October 2, 2026

Museum.Studio uses cookies, local storage, and similar technology for the functions listed below. This notice applies to Museum.Studio-controlled technology. Other websites displaying a Museum.Studio catalogue can use their own technology under their own notices.

Essential functions include authentication, security, session continuity, fraud prevention, and remembering privacy choices. Disabling all browser storage may prevent secure login or other requested functions. Optional functions can include analytics, preference features, or third-party media; we will identify their purposes and provide legally required choices before enabling them.

Optional tracking is not authorized by acceptance of these Terms or this Privacy Policy. Before introducing optional tracking that requires a choice, we will identify it and provide clear controls to accept, reject, or change that choice while keeping essential functions available. We do not infer consent from scrolling or a preselected box. We honor legally applicable opt-out signals.

You may also clear or block cookies in your browser. Your setting may need to be repeated after clearing storage or changing devices. Account-linked preferences will be applied across the contexts required by law. Withdrawing permission stops future optional processing; it does not automatically erase data already lawfully processed. Contact [email protected] for deletion or other rights.

Where marketing email tracking is used, we disclose what is measured and provide applicable choices. Unsubscribing does not require agreeing to marketing tracking. We do not place confidential studio data in marketing analytics.