Who we are
Canvas12 Ltd ("Canvas12", "we", "us", "our") is a UK company that places original artwork from independent UK artists into commercial spaces on a subscription basis. Our website is canvas12.uk. We are the data controller for any personal data we collect through this website and our services.
Our contact email for privacy matters is hello@canvas12.uk.
What information we collect
We only collect the information we genuinely need to run the service. That's mainly:
- Contact form submissions. Your name, email, phone number, business name, business type and the message you write to us.
- Artist applications. Your name, contact details, city, postcode (area only), portfolio link, medium, available pieces and the description of your work that you submit.
- Email correspondence. If you email us, we keep that conversation so we can pick up where we left off.
- Website analytics. We may use a privacy-friendly analytics tool to understand how the site is used in aggregate. This does not identify you personally.
We do not collect special-category data (health, ethnicity, religious beliefs, etc.) and we do not knowingly process data about anyone under 18.
Why we collect it (lawful basis)
Legitimate interests
To respond to enquiries you send us, to run our subscription service, to manage our artist programme, and to keep records for accounting and tax.
Contractual necessity
If you become a client or an artist consigning work to us, we need certain information to fulfil the contract — for example, your delivery address or your bank details for royalty payments.
Legal obligation
We retain certain records (invoices, contracts) as required by HMRC and Companies House.
How long we keep it
Contact enquiries: up to two years after our last conversation, then deleted.
Artist applications that aren't accepted: up to one year, then deleted (so you don't have to start from scratch if you re-apply).
Active client and artist records: for the duration of the relationship, plus seven years afterwards to meet HMRC requirements.
If you ask us to delete your data sooner, we will — unless we have a legal obligation to retain it (e.g. invoices).
Who we share it with
We do not sell your data. Ever. We share information only with:
- Service providers we use to run the business. Currently: our website host (Netlify), our email provider (Google Workspace), our accounting software (FreeAgent), and our payment processor (GoCardless). Each of these has their own privacy policy and is GDPR-compliant.
- Our accountant, who needs to see invoices and contracts.
- Anyone we're legally required to share with — for example, HMRC, or in response to a valid court order.
Your rights
Under the UK General Data Protection Regulation (UK GDPR), you have the right to:
- Access the data we hold about you (a "subject access request")
- Have any inaccurate data corrected
- Ask us to delete your data (where we're not legally required to keep it)
- Object to us processing your data, or restrict how we process it
- Receive a copy of your data in a portable format
- Withdraw consent at any time, where we're relying on consent
To exercise any of these rights, email hello@canvas12.uk. We respond within one calendar month.
If you're not happy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put things right first.
Security
We use industry-standard measures to keep your data safe: encrypted connections (HTTPS) on our website, encrypted storage of records, password-protected systems and minimal-access principles internally. No system is ever 100% secure, but we take this seriously.
Cookies
See our separate Cookies Policy for what we set and why.
Changes to this policy
If we make material changes, we'll update the "Last updated" date at the top and, for significant changes, email anyone we have contact details for. The current version is always available at canvas12.uk/privacy.html.
This policy is provided in good faith and based on UK GDPR requirements as at the date above. Canvas12 is not a law firm; you may wish to ask a solicitor to review it before relying on it for your own purposes.