Privacy Policy
Last updated: September 2026
1. Who we are
Wallplace (“Wallplace”, “we”, “us”) runs wallplace.co.uk, a marketplace connecting artists with commercial venues and with buyers. We are the data controller for the personal information described here.
Reach us at privacy@wallplace.co.uk. We do not have a Data Protection Officer, and are not required to appoint one.
Two things this policy does not cover. When you buy artwork, the seller is the artist, and what they do with your delivery address once we pass it to them is their responsibility as a controller in their own right. And when you follow a link from Wallplace to an artist’s own website or social account, you are on their site under their policy.
2. What we hold, why, and on what basis
This is the whole list. If something is not here, we do not hold it.
Account details
Your email address, your password (stored only as a hash, never in a readable form), your display name and which kind of account you hold.
Why: To create and run your account and to sign you in.
Lawful basis: Contract
Artist profile
Your name or trading name, biography, discipline and style, links to your website and social accounts, your postcode and the approximate coordinates derived from it, your profile and banner images, and whether you are applying as an individual or a business.
Why: To publish your public profile, to let venues and buyers find you, and to show distance in local search.
Lawful basis: Contract
Venue profile
Your venue name, address, postcode, contact name, phone number and email, photographs of your space, and what kind of work you are looking for.
Why: To match you with artists and to arrange the practical side of a placement.
Lawful basis: Contract
Artwork and uploads
Images of artwork, titles, descriptions, dimensions, prices, and photographs of work hanging in a venue.
Why: To list work on the marketplace, to show it to venues and buyers, and to promote the platform.
Lawful basis: Contract, and the licence in the Artist Agreement
Messages
The content of messages you send to other users through the platform, and any files you attach to them.
Why: To deliver them, to let both parties refer back to what was agreed, and to investigate a report or a dispute.
Lawful basis: Contract
Orders and delivery
What you bought, what you paid, your name, delivery address and email, and the tracking information the artist supplies.
Why: To process the order, get the artwork to you, handle returns and refunds, and meet our tax and accounting obligations.
Lawful basis: Contract, and legal obligation for the accounting record
Payment details
None. Card numbers never reach Wallplace. Payment is handled on Stripe's own hosted checkout, and what comes back to us is the amount, the outcome and an identifier.
Why: So that we never hold your card details in the first place.
Lawful basis: Not applicable
Analytics
Page views and QR label scans, recorded server side. Each event carries a visitor identifier that is a SHA-256 hash of your IP address and browser user-agent combined with the current date, so it changes every day and cannot be linked back to you afterwards. No cookie, no identifier stored on your device, no third-party analytics service.
Why: To tell artists and venues how their work is performing, and to understand which parts of the site are used.
Lawful basis: Legitimate interests: giving artists honest performance figures, which cannot be done without counting
Contract acceptance record
Which version of which agreement you accepted, when, your email address, your IP address and your browser user-agent.
Why: So that a contract you entered into can be evidenced later.
Lawful basis: Legitimate interests: being able to show what was agreed
Email records
Which emails we sent you, when, whether they were delivered, and whether you unsubscribed or reported one as spam.
Why: To avoid sending you the same thing twice, to stop sending to an address that has bounced or complained, and to honour an unsubscribe.
Lawful basis: Legitimate interests, and legal obligation under PECR to honour an opt-out
Marketing preferences
Whether you asked for tips, recommendations, the newsletter or offers.
Why: So we only send what you asked for.
Lawful basis: Consent
Reports, disputes and moderation records
What was reported, by whom, about what, what we decided and why.
Why: To keep the platform safe, to handle disputes, and to keep the records the Online Safety Act expects us to keep.
Lawful basis: Legitimate interests, and legal obligation
Support messages
What you write to us and the email address you write from.
Why: To answer you.
Lawful basis: Legitimate interests
We do not knowingly collect special category data, which means data about health, race, religion, politics, sex life, sexual orientation, trade union membership, genetics or biometrics. We do not ask for any of it, and we use no facial recognition or other biometric identification anywhere on the platform.
3. What we do not do
- We do not sell your personal information, and never have.
- We do not use advertising cookies, tracking pixels or third-party analytics. There is no Meta Pixel, no Google Analytics, no Google Ads tag, no TikTok pixel, no Hotjar, no Clarity, no PostHog and no Sentry on this site.
- We do not build a profile of you for advertising or share your data with advertisers.
- We do not use AI anywhere in the product. Nothing you write, upload or send is passed to a model, and nothing is used to train one.
- We do not make any decision about you by purely automated means that has a legal or similarly significant effect. Artist applications are reviewed by a person.
4. Who else sees it
Other users, by design. An artist profile and its artwork are public. A venue’s identity and contact details are shown only to users who are entitled to see them, and are hidden from anonymous visitors. When you message someone, they see your message and your display name. When you buy, the artist gets your name, delivery address and email, because they are the one posting the artwork to you.
Service providers. These are the only companies that process personal data on our behalf, each under a data processing agreement:
| Who | What they do | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | Ireland (EU), with support access from the United States |
| Vercel | Hosting, and the servers that run the site's code | Ireland (EU). Vercel is a US company and its staff can access support data |
| Stripe | Payments, subscriptions and artist payouts | Ireland and the United States |
| Resend | Sending email | United States |
| postcodes.io | Turning a postcode into approximate coordinates | United Kingdom |
Everyone else, only when we have to. Our accountant and, if we ever need one, our solicitor. The police or a regulator where the law requires it or where someone is at risk. And a buyer of the business, if Wallplace is ever sold, in which case we would tell you first.
5. Sending data outside the UK
Some of our providers are outside the United Kingdom, so some of your data is processed abroad. We are telling you this plainly rather than burying it, because it is a real thing that happens to your data.
Ireland and the EEA. Our database, our file storage and the servers that run the site’s code all sit in Ireland. The UK government recognises the EEA as providing an adequate level of protection, so no additional safeguard is needed for those transfers.
The United States. Two things reach the US. Our email provider is based there, so an email address and the contents of an email we send you are processed there. And two of our providers are US companies whose support staff can reach data held in Ireland when they are helping us with a fault. Both are covered by the UK International Data Transfer Addendum to the European Commission’s standard contractual clauses, which is the mechanism UK law provides for exactly this. We have assessed the risk and keep that assessment under review.
If you want to see the safeguards for a particular transfer, email privacy@wallplace.co.uk and we will send them to you.
6. How long we keep it
These periods are enforced by a job that runs every night, not by anyone remembering. The full schedule, including the reasoning behind each period, is published in our repository.
| What | How long |
|---|---|
| Your account and profile | While your account is open, then removed when you close it |
| Artwork images and other uploads | While listed, then removed when you close your account |
| Messages | While your account is open |
| Orders, refunds and payout records | 7 years, for tax and accounting. Your name, address and email inside them are removed if you close your account |
| Analytics events | 24 months |
| Email send records | 24 months |
| Abandoned checkouts | 1 month after they expire |
| Artist applications and venue registrations that went nowhere | 12 months |
| Waitlist signups | 18 months |
| Support messages and enquiries | 24 months |
| Contract acceptance records | 7 years. The IP address and user-agent are cleared at that point and the acceptance itself is kept |
| Reports, moderation decisions and admin actions | At least 6 years |
Two things survive an account deletion, and it is worth saying why. Financial records are kept because we are required to keep them, with your name, address and email removed from them. And if you ever reported an email of ours as spam, we keep the record of that address having opted out, because deleting it would let a new signup start mailing you again.
7. Keeping it safe
Everything travels over an encrypted connection, and the database and file storage are encrypted at rest. Passwords are stored only as a hash, so nobody at Wallplace can see yours.
Access to data is restricted at the database level, row by row, so one user cannot read another’s records even if something goes wrong in the application. Files you send inside a private conversation, and photographs of a venue’s interior, are held in private storage and served through short-lived links that are issued only to someone entitled to see them.
No system is perfectly secure and we are not going to claim otherwise. If there is ever a breach affecting your data we will tell the ICO within 72 hours where the law requires it, and we will tell you directly where there is a high risk to you.
8. Cookies and browser storage
Wallplace sets no cookies at all. It uses a small amount of your browser’s local storage to keep you signed in and to hold your basket, and nothing else. Our analytics run on the server and place nothing on your device. The full list of what is stored is in our Cookie Policy.
9. Marketing
Marketing email is off unless you turn it on. There is an unticked box at signup and a set of switches in your account settings, and you can change your mind at any time from there or from the unsubscribe link in any marketing email.
Some email is not marketing and keeps coming: your order confirmations, delivery updates, payout notices, password resets, security notices, and messages about a placement or an offer you are part of. Those are how the service works, and there is no way to run your account without them. If you want them to stop, close your account.
10. Your rights
Access
Ask for a copy of what we hold. There is a button in your account settings that produces it immediately.
Rectification
Correct anything inaccurate. Most of it you can edit yourself.
Erasure
Ask us to delete your data. There is a button for this too, and it clears your uploads as well as your records.
Restriction
Ask us to stop using your data while a question about it is resolved.
Portability
Receive the data you gave us in a machine-readable format. The export button produces JSON.
Objection
Object to anything we do on the basis of legitimate interests, including our analytics.
Withdraw consent
Turn off marketing at any time, in your account settings or from the link in any marketing email.
Most of these you can exercise yourself from your account settings, immediately and without asking us. For anything else, email privacy@wallplace.co.uk. We respond within one month. If a request is complicated we may take up to two months longer, and if so we will tell you inside the first month and say why. None of this costs you anything.
If you are unhappy with us. Tell us first, at the address above, and we will acknowledge it within 30 days and deal with it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113, and you do not have to come to us first to do that.
11. Children
Wallplace is for adults. You must be 18 or over to hold an account and you confirm that when you sign up. We have assessed whether the service is likely to be accessed by children and concluded that it is not, and we keep that assessment under review. If we find an account belongs to someone under 18 we close it and delete the data held under it.
12. Changes to this policy
When we change something that matters we will email you if we hold your address, and post a notice on the site. The date at the top says when it was last revised. We will not make a change that reduces your rights without telling you first.
13. Contact
Wallplace
London, United Kingdom
privacy@wallplace.co.ukIf you need a postal address for a formal request, email us and we will provide it.