Privacy Policy

This Privacy Policy describes how Artopia (“we,” “our,” or “us”) collects, uses, and protects your personal information when you use our art collection management platform (the “Service”). We are committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

By using Artopia, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Data Controller

Artopia is the data controller responsible for your personal data. For questions about this Privacy Policy or our data practices, please contact us at: app@art-opia.com

2. Information We Collect

2.1 Information You Provide

We collect information you directly provide when creating an account and using the Service:

• Account information: name, email address, password
• Artwork data: images, titles, artist names, descriptions, dimensions, materials, provenance, acquisition information, condition reports, and other metadata you choose to add
• Collection organization: tags, categories, locations, and custom fields
• Communication data: messages you send to us for support or feedback

2.2 Automatically Collected Information

When you use the Service, we automatically collect:

• Usage data: features accessed, actions performed, time spent, and interaction patterns
• Device information: browser type, operating system, device identifiers, IP address
• Log data: access times, error logs, and system activity

3. How We Use Your Information

We process your personal data for the following purposes and legal bases under GDPR:

3.1 Contract Performance

To provide and maintain the Service, including:

• Creating and managing your account
• Storing and organizing your artwork collection data
• Enabling artwork sharing and transfer features
• Providing customer support

3.2 Legitimate Interests

To improve and develop the Service, including:

• Analyzing usage patterns to enhance features
• Troubleshooting technical issues
• Testing and improving new features
• Protecting against fraud and security threats

3.3 Consent

With your explicit consent:

• Sending product updates and beta feedback requests (you may opt out anytime)
• Using non-essential cookies for analytics, experience analysis and advertising measurement

4. Data Storage and Security

4.1 Where We Store Your Data

Your data is stored on secure cloud servers provided by Supabase. These servers may be located in the European Union or other jurisdictions with adequate data protection standards as recognized by the European Commission. Any transfers outside the EU are protected by Standard Contractual Clauses or other appropriate safeguards.

4.2 Security Measures

We implement industry-standard security measures to protect your data, including encryption in transit and at rest, secure authentication, regular security assessments, and access controls. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

4.3 Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes. Aggregated or anonymized data may be retained indefinitely for analytics and service improvement.

5. Third-Party Services and Data Sharing

We may share your data with third-party service providers who assist us in operating the Service:

• Cloud hosting and storage providers
• Authentication services (OAuth providers)
• Analytics and advertising measurement tools (with your consent)
• Email delivery services

These providers are contractually obligated to process data only as instructed by us and to maintain appropriate security measures. We do not sell your personal data to third parties.

We may disclose your information if required by law, to protect our rights, or in connection with a business transfer (merger, acquisition, or sale of assets), with advance notice where possible.

6. Cookies and Tracking Technologies

We use essential cookies to enable core functionality (authentication, session management). With your consent, we may use Google Analytics, Google Ads and Contentsquare to understand website use, improve our features and measure advertising results. These tools do not load until you choose “Allow all,” and advertising personalization remains disabled. You can change your choice at any time from our Cookie Policy. Refusing non-essential cookies will not affect your ability to use the Service.

7. Artwork Images and Intellectual Property

You retain all intellectual property rights to the artwork images and content you upload to Artopia. By uploading content, you grant us a limited, non-exclusive license to store, display, and process your images solely for the purpose of providing the Service to you. We will never use your artwork images for any other purpose, including marketing, without your explicit permission. When you delete content or close your account, we will remove your images from our systems.

8. Children’s Privacy

Artopia is not intended for users under the age of 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child without parental consent, we will delete it promptly. If you believe a child has provided us with personal data, please contact us immediately.

9. Service Changes and Availability

The Service may change as features are improved or added. While we take data protection seriously and implement appropriate security measures, no online service can guarantee uninterrupted availability or absolute security. We recommend maintaining independent backup copies of critical artwork information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice in the Service at least 30 days before the changes take effect. Your continued use of the Service after changes become effective constitutes acceptance of the updated Privacy Policy.

11. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact: