Privacy Policy

1. Who we are

VIA is an international arts ecosystem and online platform for festivals, gatherings, applications, reviews, programmes, and a network of people and organisations. In this Policy, “VIA”, “we”, “us”, and “our” mean the operator of the VIA website and related services (the “Service”).

This Policy applies to the Service, including sign-in, My VIA, festival and gathering applications, organisation administration, and optional public network profiles.

2. Information we collect

We collect information in the following categories.

Account information

When you register or sign in, we collect your email address, password (stored in hashed form by our authentication provider), and your full identifying name. You may also add an optional display or professional name, preferred language, and profile photo. VIA does not generally collect a legal or passport name.

Google account linking

If you choose to link a Google account, Google provides us with basic account details needed to authenticate you, typically your Google account identifier, name, and email address. We use this information only to sign you in and associate Google with your existing VIA account. We do not use Google user data for advertising, and we do not sell it.

Network profile and consent

If you join the VIA network, you may provide a public or limited profile, biography, practices, country or locality, affiliations, and visibility choices. What others can see follows the consent settings you choose.

Applications, submissions, and participation

When you apply to a festival or gathering, or otherwise take part, we collect the answers, files, and other materials you submit. This may include artistic descriptions, supporting documents, images, contact details, accessibility or participation needs you choose to share, and similar information requested by the organiser.

Organisation and festival administration

Organisation members and festival or gathering staff may provide operational and editorial information, including names, roles, team membership, programme copy, venue details, announcements, and uploaded assets.

Technical and usage information

We automatically collect limited technical data needed to operate and secure the Service, such as IP address, browser type, device information, timestamps, and pages requested. We also store session cookies so you can stay signed in.

3. How we use information

We use personal information to:

• create and manage your account, including sign-in and security;
• provide My VIA, profiles, organisations, festivals, and gatherings;
• receive, store, and share applications and files with the relevant organisers, reviewers, and staff;
• publish information you have chosen to make public, including programmes and consented network profiles;
• communicate with you about your account, applications, or the Service;
• maintain, protect, and improve the Service; and
• comply with law and enforce our Terms of Service.

4. Legal bases

Where data-protection law requires a legal basis (including the UK GDPR and EU GDPR), we typically rely on:

• Contract — to provide the Service you request, such as creating an account or processing an application;
• Consent — where you choose optional features, such as linking Google, joining the public network, or publishing a profile;
• Legitimate interests — to operate, secure, and improve the Service in ways that do not override your rights; and
• Legal obligation — where we must keep or disclose information to comply with law.

5. How we share information

We share personal information only as needed to operate the Service:

• Festival and gathering organisers, reviewers, and staff receive applications, supporting files, and related participation data for editions they administer or review;
• Other VIA users may see information you publish or that your consent settings allow;
• Service providers who host and process data on our behalf, including our website host and our database, authentication, and file-storage provider;
• Google, if you choose to link a Google account, to complete that authentication; and
• Authorities or other parties where required by law, or to protect rights, safety, or the integrity of the Service.

We do not sell your personal information. We do not share it with third parties for their own marketing.

6. Public information

Some content is intended to be public, including festival and gathering pages, published programmes, and organisation or person profiles that have been set to public. Do not submit information in those places if you do not want it to be visible.

Application files and unpublished submissions remain private to you and to the organisers, reviewers, and staff who need them, unless you or the organiser later publish related programme information.

7. Cookies and similar technologies

We use essential cookies to keep you signed in and to protect your session. These cookies are required for the Service to function.

Appearance preferences (such as light or dark theme) are stored on your device in local storage, not in a cookie. We do not currently use advertising cookies or third-party advertising trackers.

8. International transfers

VIA is used internationally. Your information may be stored or processed in countries other than your own, including by our hosting and infrastructure providers. Where required, we use appropriate safeguards for such transfers.

9. Retention

We keep personal information for as long as your account is active and as needed to provide the Service, resolve disputes, maintain security, and meet legal, accounting, or operational requirements. Application and programme records may be retained by the relevant organiser as part of that edition’s records.

10. Security

We use administrative, technical, and organisational measures designed to protect personal information, including encrypted connections, hashed passwords, access controls, and row-level restrictions in our database. No method of transmission or storage is completely secure.

11. Your rights and choices

Depending on where you live, you may have the right to access, correct, delete, or export your personal information, to restrict or object to certain processing, and to withdraw consent where processing is based on consent. You may also complain to a data-protection authority.

You can update much of your information in My VIA. You can unlink optional features such as Google sign-in from your account settings where that control is available. To request deletion of your account or other assistance, contact us using the details below.

12. Children

The Service is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us so we can delete it.

13. Third-party services

The Service may contain links to third-party websites, including organiser sites and media hosts. Their privacy practices are their own. This Policy does not apply to those services.

14. Changes

We may update this Policy from time to time. The “Last updated” date at the top of this page will change when we do. Continued use of the Service after an update means you accept the revised Policy, except where applicable law requires additional notice or consent.

15. Contact

For privacy questions or to exercise your rights, contact the VIA team through the Service, or use the contact details published on this website.

Our Terms of Service govern use of the Service.