Privacy Policy

Who we are

Our website address is:

Scottish Contemporary Art Network (SCAN) is a Scottish Charitable Incorporated Organisation (SCIO): Charity Number SC043016

Scottish Contemporary Art Network (SCAN) is committed to protecting the privacy of our members, colleagues, visitors, event attendees, and users of our website and digital channels.

We aim to provide a safe and secure user experience, and we work to ensure that the information you submit to us remains private, and is only used for the intended purpose. The following reflects our commitment to you.

Website users

In general, we gather information about all our users collectively via Google Analytics. We cannot, and do not, identify individual personal data this way. We use the collective data to identify what content and navigation is most beneficial to our users in order to continually create a better overall experience for our users.


Cookies are files that store information on your hard drive or browser which means our web server can recognise that you have visited our website before. Cookies store your preferences and can make using our website easier. If you prefer not to receive cookies, you can adjust your browser to refuse cookies or to warn you of when cookies are being used. Disabling cookies may affect your experience of using this website.


If you sign up to receive e-newsletters from SCAN, we ask for your name, email address and organisation (if applicable). We do not share this information with any third parties. We send you newsletters that contain SCAN news, sector news, opportunities, events and research of interest. We do not send you newsletters from third parties, and you are able to unsubscribe at any time. How? Once you have unsubscribed we delete your information.


When you register as a member with SCAN we ask for more specific information about you. The data that we request is as follows:

Full name

Job title




Phone number


Twitter handle

We use this information to understand who our members are and how we can work better for them. We record this information internally and do not share with any third parties.

Upon signing up as a member of our network, a public profile is activated which displays name, job title, organisation, website, twitter handle, a short biography, and a profile image. Members can edit the information which is displayed at any time. Members are also automatically added to our members’ mailing list, and receive updates on SCAN news and events, and wider sector information and opportunities.

If members decide not to renew their membership we retain names and addresses for 6 years as per our constitution (LINK) and a record of all membership fees paid is kept for 7 years.

Event attendees

Often when signing up to attend a SCAN event we may ask you for further details and information related to the event, diet requirement for example. This is always optional. This enables us to more effectively tailor our events and content to your attendees. We do not share this information with any third parties. Event data may be stored on Eventbrite  or in Excel database and will be deleted after 3 years.

Privacy statement changes

Privacy statement changes are posted here so that you will always know what data we gather, how we use that data, and whether we will disclose it to any third parties. If at any time you have questions or concerns about our privacy commitment, please feel free to contact us.

Request for Access

Requests from an individual regarding their personal data (known as a subject access request) should be made in writing to:

[email protected]

What personal data we collect and why we collect it


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


How long we retain your data

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.