Who controls the information
Gallery Dod FZE, United Arab Emirates (“Gallery Dod”, “we”, “us”) is the controller of personal information submitted through this website unless a separate written agreement says otherwise.
This notice covers prospective clients, client representatives, artists, trainees, suppliers and other visitors. It does not replace a project-specific privacy or contractual notice where one is required.
Information we collect
- Identity and contact details: name, professional name, email address, telephone number, city and country.
- Client and project information: organisation, location, project type, timing, site information and the contents of an enquiry.
- Artist and professional information: portfolio links, biography, disciplines, materials, experience, project history, availability, languages, rate expectations and development goals.
- Application reopening list: an email address and consent record when someone asks to be notified that artist applications have reopened.
- Residency and work-readiness information: general residency category, stated work eligibility, safety training and access-equipment experience. We do not request passport, Emirates ID or national identification numbers in the initial application.
- Technical and security information: limited server, device, browser, IP-address and access-log information generated by the hosting and security services used to operate the site.
- Communications: messages, follow-up correspondence, assessments, notes and records of decisions.
We collect information directly from the person submitting it and, where relevant, from authorised representatives, referees or publicly supplied portfolio sources.
Why we use it and our legal bases
- To respond to enquiries, assess briefs and take steps toward a possible contract.
- To receive, validate, categorise and personally review artist applications with the applicant’s consent and for Gallery Dod’s legitimate interest in maintaining a capable delivery network.
- To send a requested notification when the artist application intake reopens.
- To match people to appropriate project, training or accreditation pathways. Categorisation supports review; it does not make a final decision.
- To administer projects, payments, safety, records and legal obligations where a separate engagement is agreed.
- To protect the website, prevent abuse, maintain records and establish, exercise or defend legal claims.
- To send opportunity-related communications where the person has asked to receive them or another lawful basis applies.
Depending on the jurisdiction and context, our legal bases may include consent, steps requested before entering a contract, performance of a contract, compliance with law and legitimate interests that are not overridden by individual rights. Consent may be withdrawn at any time without affecting earlier lawful processing.
Artist privacy and client access
Artist application records and direct contact details are held in Gallery Dod’s private library. They are not published as a browsable public directory and are not provided to prospective clients merely so those clients can contact artists directly.
If an artist is suitable for a project, Gallery Dod may contact the artist, arrange an introduction or share limited professional information needed for the opportunity. Public profiles, named credits or direct contact publication require a separate decision and, where required, separate consent.
Automatic categorisation and human review
A complete artist application is automatically tagged using information the applicant supplies, such as discipline, experience, location, scale, access readiness and preferred pathway. This makes the private library searchable.
Gallery Dod does not use this categorisation to make a solely automated decision producing legal or similarly significant effects. Accreditation, project selection, training acceptance and engagement decisions require human review.
Who receives information
Information may be available only as necessary to Gallery Dod personnel and carefully selected service providers supporting website hosting, data storage, security, communications and professional administration. It may also be disclosed to professional advisers, insurers, regulators, courts or public authorities where reasonably necessary or legally required.
Project-specific information may be shared with a relevant client, production partner or supplier only where necessary for assessment or delivery and subject to appropriate controls. We require service providers to protect information and use it only for authorised purposes.
International transfers
Gallery Dod is based in the UAE and works internationally. Information may therefore be processed in the UAE and in other countries where our technology and professional service providers operate. Those countries may have different data-protection laws.
Where applicable law requires a transfer mechanism, we will use an approved safeguard such as adequacy arrangements, contractual protections or another lawful derogation. Mandatory rights remain available regardless of where processing takes place.
Retention
- Unsuccessful or inactive artist applications are reviewed for deletion or renewal after 24 months without meaningful update or contact.
- Application reopening-list addresses are retained until the requested reopening notice is sent and are normally deleted within 90 days afterwards, or sooner if consent is withdrawn.
- General enquiries are normally retained for up to three years after the last substantive communication.
- Project, payment, safety and contractual records may be retained for up to seven years after completion, or longer where law, insurance, a dispute or a written contract requires it.
- Technical security logs are retained only for the period reasonably required for security, diagnosis and abuse prevention.
Records may be deleted sooner when no longer needed, or retained longer when preservation is legally required. We periodically review the private artist library for accuracy and relevance.
Security and data minimisation
Gallery Dod uses access controls, protected hosting, restricted internal access and proportionate organisational measures intended to prevent unauthorised access, loss, alteration or disclosure. No online system can be guaranteed completely secure.
Applicants should submit portfolio links rather than identity documents and should not include passport numbers, national identifiers, banking details, medical information or other unnecessary sensitive information in free-text fields.
Your rights
Depending on applicable law, individuals may have rights to be informed; access and receive a copy; correct inaccurate information; request deletion or restriction; object to certain processing; withdraw consent; receive portable data; and request human review of a qualifying automated decision.
The right to object: where processing relies on legitimate interests or is used for direct marketing, you may object. We will stop direct marketing and will stop other processing unless a lawful reason permits continuation.
You may also complain to the data-protection authority where you live, work or believe an infringement occurred, including the UAE Data Office where it has jurisdiction, an EU supervisory authority, the UK Information Commissioner or the California Privacy Protection Agency, as applicable.
California notice
Where the California Consumer Privacy Act applies, the categories collected are described in section 02, the sources and purposes in sections 02–03, and recipients in section 06. Gallery Dod does not sell personal information or share it for cross-context behavioural advertising and does not discriminate against a person for exercising an applicable privacy right.
California residents may request access, categories and specific pieces of information, correction, deletion and information about disclosure, subject to legal exceptions and identity verification. We do not use sensitive personal information to infer characteristics.
Cookies, children and changes
The current site does not use advertising cookies or cross-site behavioural tracking. The hosting and access-control services may use strictly necessary security, authentication or session technologies. If analytics or non-essential cookies are introduced, this notice and any required consent controls will be updated first.
Selected project pages use YouTube's privacy-enhanced player to present official project films. The video frame is supplied by YouTube, so Google may receive technical information and may store data when the player loads or a film is played. Visitors can use the rest of the site without playing these films.
The website and artist programme are intended for people aged 18 or over. We do not knowingly collect children’s information. We may update this notice when the site, systems or law changes; the revised date will appear at the top.