Privacy Policy
This Privacy Policy (Policy) was last updated on 22 May 2018.
This Policy shall apply to users of our platform and those who may provide us with personal data at any point.
We are Committed to Protecting & Respecting your Privacy
If you have any questions about this Policy or how we process your data, please contact [email protected].
Zealous Solutions Ltd (“Zealous”, “we”, “us” and “our”) respects your privacy and is committed to protecting your personal data. This Policy (together with our Terms of Use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. This Policy will set out:
- information we may collect from you, when and why we collect it and how long we store it for;
- where we store your information;
- who we may share your information with, and;
- your rights as a data subject;
- cookies and IP address information.
For the purpose of the General Data Protection Regulation (EU) 2016/679 (“GDPR”) the data controller is Zealous Solutions Ltd of No 6, 1 Stannary Street, London, SE11 4AD, UK. This means that we are responsible for deciding how we hold and use personal information. We are required under data protection legislation to notify you of the information contained in this Policy.
This Policy does not form part of any contract. We may update this Policy at any time. Any changes we may make to our Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.
When you create an account with us
Data Held
Your name
Your email
Your username
(generated based on your name)
Your password
(encrypted)
Type of account
(Creative / Organisation / Judge)
Profile Data
(such as profile picture, description, website…)
Your navigation across our sites (https://***.zealous.co)
An anonymous account of your profile that will not be attributable to you personally.
Any other information that may be relevant and/or necessary in the creation of your account.
Purpose
Allow you to securely access your account on Zealous at any time.
Allowing you to use our site, including creating opportunities, creating a portfolio, submitting to opportunities and judging a call.
We will use this data to contact you to inform you of changes to our website or to your profile where appropriate.
Any anonymous data that we obtain from your profile will be used for internal business development and training purposes.
Time Stored
Eight years from your last login date.
Once the eight years are out, we will encrypt your personal information and send it to you should you wish to reopen your account. This will remove you from across the platform.
We will not hold the decryption key, this will be sent to you in an email and be forgotten on our servers. We are unable to decrypt your profile should you lose your key.
You can withdraw your consent at any time by deleting your profile.
When you create an account as a Creative we also hold
Data Held
Your field, roles and tags
(e.g. Art, Painter, Oil)
Your location
(Country and Town)
Any other information that may be relevant and/or necessary in the creation of your account.
Purpose
Allow us to recommend opportunities to you based on your skillset, in your part of the world, where you have consented to be contacted for such purposes.
To promote you and your material publicly, where you have consented for us to do so.
Time Stored
Eight years from your last login date.
Once the eight years are out, we will encrypt your personal information and send it to you should you wish to reopen your account. This will remove you from across the platform.
We will not hold the decryption key, this will be sent to you in an email and be forgotten on our servers. We are unable to decrypt your profile should you lose your key.
You can withdraw your consent at any time by deleting your profile.
When you create an account as an Organisation we also hold
Data Held
Company Name
Phone Number
Your location
(Country and Town)
Any other information that may be relevant and/or necessary in the creation of your account.
Purpose
Allow us to ensure the legitimacy of your call and to contact you should we have any questions about your opportunity.
Time Stored
Eight years from your last login date.
Once the eight years are out, we will encrypt your personal information and send it to you should you wish to reopen your account. This will remove you from across the platform.
We will not hold the decryption key, this will be sent to you in an email and be forgotten on our servers. We are unable to decrypt your profile should you lose your key.
You can withdraw your consent at any time by deleting your profile.
When you submit to an opportunity
Data Held
Your submission
(including the title, description of the works, your role on the project and any imagery, rich media pertinent to that submission).
Custom questions asked by the organisation
(this is any further information necessary for organisations to be able to complete their opportunity).
Payment details (if there is a fee)
(we hold only the amount paid and the status – our payment gateway – Stripe – holds all information about the means of payment).
Your phone number
Your full address
Any other information that may be relevant and/or necessary in you submitting to an opportunity.
Purpose
Allow the organisation of the opportunity the ability to make an informed decision on selecting candidate(s).
To allow us to ensure the legitimacy of the submission. Your contact details will also be used to let you know of your status should you be selected or not.
This helps us to fulfil our obligations arising from any contracts entered into between Zealous and Organisers and Creatives.
Time Stored
Eight years from your last login date.
Once the eight years are out, we will encrypt your personal information and send it to you should you wish to reopen your account. This will remove you from across the platform.
We will not hold the decryption key, this will be sent to you in an email and be forgotten on our servers. We are unable to decrypt your profile should you lose your key.
You can withdraw your consent at any time by deleting your profile.
When you create an opportunity
Data Held
Your opportunity
(including a description of the opportunity, rewards for the artist, the timelines for submissions)
Custom questions asked by you
(this is any further information necessary from applicants).
How you will select candidates.
(No. of rounds, Judges, Key Dates).
Should your opportunity have a fee we will also require payment details.
(e.g. Bank account)
Any other information that may be relevant and/or necessary in the creation of an opportunity.
Purpose
Allow the candidates of the opportunity the ability to make an informed decision on submitting to an opportunity.
For opportunities with payments, allow us to make payments to the organisations.
To allow us to ensure the legitimacy of the submission. Your contact details will also be used to let you know of your status should you be selected or not.
This helps us to fulfil our obligations arising from any contracts entered into between Zealous and Organisers and Creatives.
Time Stored
Eight years from your last login date.
Once the eight years are out, we will encrypt your personal information and send it to you should you wish to reopen your account. This will remove you from across the platform.
We will not hold the decryption key, this will be sent to you in an email and be forgotten on our servers. We are unable to decrypt your profile should you lose your key.
You can withdraw your consent at any time by deleting your profile.
When you are invited as a collaborator or as a judge, but are not yet on Zealous
Data Held
Your email
Your name
Purpose
To let you know you’ve been invited to judge or be a collaborator on a project.
This information also allows us to pair your account with the request should you register
Time Stored
Four weeks from the date on which you were invited.
When you contact us (through LiveChat, via Email, by Phone or otherwise)
Data Held
Your email
Record of our conversation
(including, but limited to, your name, the date of contact, content and reason of the conversation and other information that may be disclosed)
This may include, but is not restricted to, information about Support, Sales, Events, Partnerships, Sponsorships, PR.
Attendance to our events
Purpose
To serve you better we have a legitimate interest in keeping a record of any past conversations we have had with you if your rights do not override this
These conversations may be used to help us with compliance issues with regards to your account or otherwise.
Time Stored
Two years from your latest contact.
When you make payments to us, or when we make payments to you.
Data Held
Your email
Your name
Your address
VAT information (if applicable)
Invoice
(including but not limited to amount, date of the transaction, item)
Purpose
For accounting purposes, to comply with our legal obligations, we must keep records of any income or expenditure for the company.
Time Stored
Seven years
We may on occasion ask you for a Testimonial, or to fill out a Survey
Data Held
Your email
Your name
Company
Reponses to our questions, focused on the running of our platform, events or projects.
Any other information that may be relevant/necessary for us to store your Testimonial or Survey response.
Purpose
This information allows us to better our offering and we have a legitimate interest in storing the responses to Testimonals and/or Surveys, where your rights do not override this
Time Stored
Two years from the moment you answered the survey / testimonial.
Data will then be anonymized to allow us to refer to our progress. The data will not be traceable to you after two years.
When you consent to receive marketing emails from us
Data Held
Your name
Your email address
Company
(if applicable)
Interest
(e.g. Events, Art)
Purpose
To send you tailored and interesting information relating to upcoming creative events, news and updates from the team at Zealous, if you have provided consent for us to do so.
Time Stored
Indefinitely until you withdraw your consent, which you may do at any time by contacting [email protected]
Additionally
We may collect this data throughout your contractual relationship with us, through a third party transferring your data to us for legitimate purposes or before or after your contractual relationship with us, if we have a lawful reason to do so.
We may also collect data as you interact with our website, by using cookies and other similar technologies, as outlined in sections 5 and 6 of this Policy.
Generally, we do not rely on consent to process your information other than described above. Where we do rely on consent, you have the right to withdraw consent at any time by contacting [email protected].
2. Where We Store Your Personal Data
We take the security of all data seriously. In line with the GDPR we have a responsibility to take all appropriate and reasonable technical and organizational steps to protect the data that you provide us with against accidental or unlawful destruction, loss, misuse or unauthorized access.
We use Google Cloud for our data storage needs. Accordingly, the data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Where any transfer is made to a country outside of the EEA and the European Commission has not made an adequacy decision in relation to the laws of that country we will ensure that appropriate safeguards are in place prior to any transfer of your data. Those safeguards are likely to consist of either the use of standard data protection clauses adopted or approved by the European Commission (also known as “EU Model Contract Clauses” or MCCs) or an equivalent regime. By submitting your information, you agree to this transfer, storing or processing. Where any transfer is made to a country outside of the EEA and the European Commission has not made an adequacy decision in relation to the laws of that country we will ensure that the appropriate safeguards are in place prior to the transfer of your data.
Zealous also makes use of a CMS called ActiveCampaign, allowing us to record all conversations had with you. This system is synchronized to reflect all the users of our services to allow us to respond to you quickly and keep a record of our conversations. This is supplemented by our email service provider (Outlook) which stores all email conversations on the Microsoft servers, as well as Dropbox which may be used to keep information hosted on Zealous about you for our projects, events, awards and more.
We may use other third-party service providers to enable us to run our business in an effective manner and to allow us to provide you with the best service. When we do so, we will ensure that the third party complies with the necessary data protection laws.
All information that you provide to us is stored on secure servers. Where you have chosen a password which enables you to use certain parts or services of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
If there is a data breach we are under an obligation under the GDPR to report the breach within 72 hours to the relevant authority. You have the right to be promptly informed of a serious breach if it happens.
3. Disclosure of your Information
We may disclose your personal information to third parties:
- We will be entitled to pass on information to third parties where it is necessary to administer the contract we have with you or where we have a legitimate interest in doing so.
- We do not allow third parties to use your information for their own purposes and they will only process your information for specified purposes and in accordance with our instruction.
- In the event that we sell or buy any business, assets or shares, in which case we may disclose your personal data to the prospective seller or buyer of such business, assets or shares;
- If Zealous Solutions Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets;
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Use and other agreements; or to protect the rights, property, or safety of Zealous Solutions Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
- We may disclose Analytics to users of our site where it relates to work they have uploaded or contributed to our site. This will not be information about identifiable individuals but aggregate information about users (for example, we may inform them of the number of people who have viewed their work).
If we disclose your personal data to our third-party service providers, we will provide them with express instructions when processing the personal data that you provide, and they must have in place appropriate technical and organizational security measures to safeguard such personal data.
We do not allow third parties to use your personal data for their own commercial purposes.
4. Your Rights
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. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance at [email protected].
Under certain circumstances, by law, you have the right to:
- a) request erasure of Personal Data, if there is no other lawful or legitimate reason for us to continuing holding it;
- b) request access to your Personal Data (commonly known as a ‘data subject access request’);
- c) request correction of Personal Data that we hold relating to you or business(es);
- d) request the transfer of Personal Data to a third party;
- e) request the restriction of data processing, for example if you are awaiting more information about the lawful use of your Personal Data;
If you decide to exercise any of these rights, it may impact or prevent our ability to fulfil our obligation to provide you with the services.
If you want to exercise any of these rights please contact [email protected].
Under the GDPR you have the right to request access to your personal data. You will not have to pay a fee to access your personal data (or to exercise any of the other rights you have under the GDPR). However we may charge a reasonable sum of £10 if your request is considered unfounded, repetitive or excessive. Alternatively, we may refuse your request in these circumstances.
In order to access your personal data we may need to request specific information from you to help us confirm your identity and ensure your right to access your data (or to exercise any of the other rights). This is a security measure that we have implemented to ensure that personal data is not disclosed to any person who has no right to receive it.
We aim to respond to all reasonable requests within one month. If we think that it may take longer, due to a more complex request, we will keep you updated.
To find out more about your rights as a data subject under data protection laws, please see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
5. IP Addresses
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
We may collect this data using our own analytics, analytics from Gartner Digital Markets or using Google Analytics (together, Analytics). As described below, we may share Analytics with users in respect of work they have uploaded to the site.
6. Cookies
For the same reasons listed above, we may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. Cookies are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
The Cookies we may use are:
7. Google Analytics Privacy Overview
You can block cookies by activating the setting on your browser which allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies you may not be able to access all or parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon you visit our site.
Our site may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Your Queries
We’re always looking at ways of making our policy simpler, whilst ensuring we best support our creative community. Should you have any questions, comments and suggestions… don’t hesitate to get in touch!