Welcome to The Art Office’s Privacy Notice. The Art Office, referred to as "we", "us" or "our" throughout this Privacy Notice, is a company incorporated in England and Wales whose registered number is 13208130 and whose registered office is at 37 Warren Street, London, W1T 6AD.

We take our Data Protection obligations very seriously and are committed to protecting and respecting your privacy and your information. This Privacy Notice (together with our terms and conditions and any other documents referred to in it) explains what types of personal information we collect about you, what we do with that personal information, the legal basis for our processing of your personal information, what rights you have in relation to your personal information and how you can exercise those rights. It also explains how we keep your personal information safe and secure.

PURPOSE OF THIS PRIVACY NOTICE

This privacy notice gives you information on how The Art Office collects and processes your personal data through your contact with us and any data processed from such contact.

The Art Office digital services are not intended for children under aged 13 and we do not knowingly collect data relating to children.

It is important that you read this privacy notice so that you are fully aware of how and why we are using your data. 

CONTROLLER

The Art Office is a Data Controller and we are responsible for your personal data. If you have any questions about this privacy notice or any other Data Protection query, please contact us using the details set out below.

The Art Office Limited

info@theartoffice.co

37 Warren Street, London, W1T 6AD

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for Data Protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us or if you would like to opt-out of any services we provide.

Personal data, or personal information, means any information about a living individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store, process and transfer different kinds of personal data about you which we have grouped together as follows:

• a. Identity - Data includes email address.
• b. Technical - Data includes your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• c. Marketing and Communications - Data such as your marketing and communication preferences.
• d. User - Data such as your transactions on our website, messages via our contact us page and any contact data that we may have with you.
• Please note the above list is not exhaustive but gives an indication of the data we collect.

We use different methods to collect data from and about you including through:

DIRECT INTERACTIONS

You may give us your Identity, Contact and Financial Data on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: procure our services; subscribe to our marketing and newsletter or contact us.

AUTOMATED TECHNOLOGIES OR INTERACTION

As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. You can set your browser to refuse all or some browser cookies, however if you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.

Further information can be found in our cookie policy.

THIRD PARTIES OR PUBLICLY AVAILABLE SOURCES

We will receive personal data about you from various third parties as set out below:

Technical Data from the following parties:

1. analytics providers such as Google based outside the EU;

2. Social Media Platforms and similar services (including but not limited to Facebook, Instagram, Twitter, TikTok and YouTube). When you engage with our content or ads on Social Media Platforms, we might obtain information from Social Media Platforms, including your username, user ID, and demographic information, subject to the settings and privacy practices of the relevant Social Media Platform. We obtain this information directly from the Social Media Platform or through plug-ins, integrations or applications. Please keep in mind that the operators of the Social Media Platforms also gather information about your use of the Digital Services and their features and tools. We are not responsible for their practices. In relation to Social Media Platforms, we only process information which you have already shared with the world. Where we receive personal data via Social Media Platforms we ensure this is processing lawfully in accordance with our legitimate interests which we do not consider affects your rights and freedoms.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

1. Inform you of The Art Office news via our newsletter, where you have consented to be contacted for such purposes.
2. Ensure that content from our site is presented in the most effective manner for you and for your computer.
3. Notify you about changes to our service.
4. Help to carry out analysis and to help us manage our business, statutory returns and legal and regulatory compliance.

To comply with a legal obligation.

We will ask for your consent in respect of marketing communications sent to you via email. You may unsubscribe from our marketing communications by clicking the "unsubscribe" link in any communication that we send to you by email. Please also note that while your request is being processed, for a brief period you may continue to receive communications which are already on their way to you.

We have set out below a description of the ways we use your personal data, and which of the legal bases for processing we generally rely on to do so. Please note this is not an exhaustive list but gives an indication of the purposes for our processing.

PURPOSES/ACTIVITY

To register you as a new client.

GDPR Article 6(1)(b) - Performance of a contract with you.
 

To manage our relationship with you.

GDPR Article 6(1)(b) Performance of a contract with you,

GDPR Article 6(1)(a) Consent (for marketing purposes).

To administer and protect our business (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

GDPR Article 6(1)(f) Necessary for our legitimate interests (for running our business).

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.

GDPR Article 6(1)(f) Necessary for our legitimate interests (to grow our business and to inform our marketing strategy).

To use data analytics to improve our digital services, products/services, marketing, customer relationships and experiences.

GDPR Article 6(1)(f) Necessary for our legitimate interests (to develop our business and to inform our marketing strategy).

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

In the unlikely event that we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We do not sell any of your personal information to third parties. We do not disclose your personal information to third parties for marketing purposes.

We minimise the amount of personal information we disclose to what is directly relevant and necessary, and so we may disclose your personal information to authorised third party service providers who help us to provide our services such as:

Professional service providers who help us run our business, such as website hosts, CRM, IT services, analytics and research.

To any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person,

Third party sites approved by you, such as social media sites (if you choose to link your accounts to us). We encourage you to review the privacy policies of the Social Media Platforms that you engage with to understand their privacy practices, which we do not control.

To enforce or apply our Terms of Service or other agreements or to protect The Art Office and our customers (including sharing with other companies and organisations for the purposes of fraud protection and credit risk reduction),

To any other person with your consent to the disclosure.

If we were to be acquired by another company or decided to sell any parts of our business, we may also need to share your personal data with the buyer of those parts of the business. In those circumstances, we will make sure that any new buyer agrees to follow this Privacy Policy with respect to your personal information and will promptly give you details of how they will use your personal data, and your options for changing that.

A list of third parties who we may share your data with can be obtained from info@theartoffice.co Please note this list is not exhaustive but gives an indication of the data we share with third parties.

INTERNATIONAL TRANSFERS

Our data is typically hosted in the UK and other parts of the EEA, there are however some of our contracted technical service providers that process data from outside of the EEA. Where these transfers and any other transfers that may occur in the future are concerned, we ensure that there is a legal basis for the transfer and a lawful transfer mechanism in place prior to any transfers in place, in accordance with Data Protection legislation.

Any such transfers are currently done using either a transfer to a country with an adequacy ruling, or if a third country, using the UK International Data Transfer Agreement (IDTA), or the European Commission Standard Contractual Terms (SCC’s) with the UK ICO Addendum and the relevant transfer impact/risk assessments. Should the international data transfer requirements change, we will review the obligations and amend this notice as appropriate. More information can be obtained by contacting info@theartoffice.co
 

We take the security of your information very seriously. We have in place the appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties to those who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. Please contact our DPO for further information about retention and our schedule.

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes. 
 

Your rights in connection with personal information 

Under certain circumstances, by law you have the right to: 
 

Right to be informed: by the provision of a privacy notice when your personal information is processed.

Request access: to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. 

Request rectification: of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected. 

Request erasure: of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing. 

Right to object to processing: of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground.  You also have the right to object where we are processing your personal information for direct marketing purposes. 

Request the restriction of processing: of your personal information. This enables you to ask us to suspend the processing of personal information about you. 

Request the transfer: of your personal information to another party. 

Automated decision making, including profiling: We do not envisage that we will conduct any automated processing including profiling, however we will inform you if this changes.

Generally, you will not have to pay a fee to exercise any of your legal rights. However, we are entitled to charge a reasonable fee if any request is clearly unfounded, repetitive or excessive. We can also refuse to comply with an unfounded or excessive request. We may need to request information from you to confirm your identity, in order to make sure that personal data is not disclosed to someone who is not entitled to have it. We may also need to ask you for additional information to help us respond to your request. We will try to respond to your request within one month but, if the request is very complex or if you have made a number of requests, we are legally able to extend the request by an additional two months. In such circumstances, we will explain to you why it will take longer to respond and we will keep you updated.

If you want to exercise any of your rights, please contact info@theartoffice.co

From time to time, we may revise this Privacy Notice. Any such changes will be reflected on this page. The Art Office recommends that you review this Privacy Notice regularly for any updates. The date on which this notice was last revised is located below.

20th November 2025