This privacy policy was last updated on 15 July 2019

European Illustrators Forum

We are a free network of Associations of Illustrators in Europe. Our website address is:
Your privacy is important to us. We are committed to protecting your personal data.
The website of the European Illustrators Forum may be used without the need to enter any personal data. However as we use third party services, which use cookies and scripts that send personal data, such as the IP address, to the provider of the service,it is important that you take notice of our privacy policy and the terms for the use of this website.

This privacy policy

  • provides information about the personal data we collect, and how and why we collect, store, use and share your personal data;
  • tells you about your rights in relation to your personal data and how to contact us or supervisory authorities if you have a complaint

‘Personal data’ is any information that can directly or indirectly identify an individual (‘a data subject’).

The Association of Illustrators Limited, a company incorporated in England and Wales with company number 01237440 and registered office at Somerset House, Strand, London WC2R 1LA (we, us, our) holding the Presidency of the European Illustrators Forum is the data controller.  This means that we determine the purposes for which, and the way in which personal data are processed. As a data controller we will comply with all applicable data protection laws.
Should you have concerns about the way we process your data or would like us to stop processing your data please contact Ren Renwick on

When you visit the website or provide information to us via the website, you are accepting and consenting to our processing of your information in accordance with this privacy policy, our Cookie Policy, our Terms of Website Use, and any other contract we may have with you. If you do not agree to the terms set out in these terms and policies, we do not give you permission to use the website and you must cease to do so immediately.

Please note that we may need to update this privacy policy from time to time to reflect changes in our practices and the law. We recommend that you check this page regularly to ensure that you have read the most recent version and that you are happy with any changes. This version was last updated on 24 May 2018.

1. What personal data we collect and why we collect it

We may collect and process the following personal data about you:

1.1 Identity and contact data: data such as your name and email address if you specifically request us to contact you via the Contact Form.
1.2 Profile data: place of residency, details of your agency. images including your own photograph, when you email us directly.
1.3 Any other information about you that you provide to us.
1.4 We may occasionally request and process “sensitive personal data” about you such as details about your race, ethniticy, religious beliefs, political affiliation and sexual orientation for the compilation of reports or surveys on the status of illustration in Europe.  You have no obligation to provide this information. We will only process such personal data when we have explained the purpose of the processing and have obtained your explicit consent. However, you have no obligation to provide this information and we will only process it in accordance with the Data Protection Act 1998, for example, where we have explained the purpose of the processing and have obtained your explicit consent. The term “sensitive personal data” is defined more fully in section 2 of the Data Protection Act 1998, which you can read here.

2. How we collect your personal data

2.1 We collect most of this information from you directly, for example, Identity Data, Contact Data, when you fill in forms, correspond with us by e-mail, phone, or otherwise when you:
2.1.1 participate in an EIF event, competition, promotion or survey;
2.1.3 fill in the Contact Form on our website
2.1.6 subscribe to receive our email informationr;
2.1.7 respond to our marketing communications;

2.2 We automatically collect technical data each time you visit our website:
2.2.1 including the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
2.2.2 information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time); products or services you viewed or searched for; location data and other communications data; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
2.3 We may also collect information from:
2.3.1 automated technologies, such as cookies which collect technical data about your equipment and browsing activities;
2.3.2 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.
2.3.3analytics and search engine providers [such as Google];
2.3.5 a third party with your specific consent (e.g. our business partners);
2.3.6 Information we lawfully receive from other sources, such as business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers and search information providers.

3. How we process your personal data

3.1 We use your personal data:
3.1.1 to administer any membership or registration you have with us as representative for your local association; to provide information to you that you request from us;
3.1.4 to administer your participation in any events, competitions or awards that we run including in any online or offline publicity in relation to winners, where you have consented to such use;
3.1.5 for publication on our website where you have provided it to us for that purpose (for example, in connection with your entry as a participant  in a competition);
3.1.6 to provide subscribers with our regular newsletter;
3.1.7 for internal operations, e.g. to administer our website, troubleshooting, data analysis, testing, research, statistical and survey purposes;
3.1.8 to communicate with you about any comments, queries or feedback you might have about us or our website;
3.1.9 to inform you of any changes to our website and/or our products and services;
3.1.10 3.1.11 to ensure that content from our website is presented in the most effective manner for you and your computer;
3.1.12 to provide you with news and information about us and the products and services we offer by post, telephone, email. We will send that information by electronic mail only if:
(a) you have consented to this, for example, by opting in at the time of filling in the contact form on our website; by registering for an event via google docs or eventbrite;
(b) If you do not want us to use your personal data for marketing purposes please e-mail us at We will not share your personal information with any third party for the purpose of marketing unless you have provided your specific consent for us to do so.
3.2 We use personal data that we collect automatically:
3.2.1 to administer our website and for internal operations, including troubleshooting, data analysis, testing, researching, statistical and survey purposes;
3.2.2 to improve our website to ensure that content is presented in the most effective manner for you and your computer;
We do not use this information to develop a personal profile of you. Data will almost always be anonymised and aggregated before reporting back to us.
3.3 We use the information about you that we collect from other sources in combination with the information you give to us and the information about you that we collect automatically. We will only use such information for the purposes set out above.
3.4 Where you provide information about people other than yourself, you confirm that you have their consent to provide us with such information and that they have read, understood and agree to the terms of this privacy policy, including how we may use such information.

Our website uses cookies and other log and analytical information. This helps us to provide you with a more personalised experience when you browse the website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them, please take a look at our Cookie Policy.

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.

5. How we store your personal data

All information you provide to us is stored on our secure servers based in the EU. We have in place a level of security appropriate to the nature of the information stored and the harm that might result from a breach of security.

The sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send to us electronically and therefore sending such information is entirely at your own risk.

The information that we collect from you may be transferred to a destination outside the European Economic Area (“EEA”), including the United States of America, where it will be stored by us or by one of our suppliers. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such suppliers and staff may be engaged in, among other things, the provision of support services. We will take reasonable steps to ensure adequate security for any of your information transferred outside the EEA. Please be aware that destinations outside the EEA to which your information may be transferred may have data protection laws which do not offer the same level of protection for your information as those in force in the EEA. By using our website and submitting your information to us, you agree to the transfer, storing and processing of such information outside the EEA as set out in this privacy policy.

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

6. How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
We will only retain and use your personal information for as long as we need it for the purposes set out in this privacy policy or as otherwise required by law.

7. 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.

8. How we disclose your information to third parties

We may share your personal information with selected third parties including:
8.1 Associations members of EIF
8.2 Analytics and search engine providers that assist us in the improvement and optimisation of the website; and
8.3 If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our various terms, policies and other agreements; or to protect the rights, property, or safety of The Association of Illustrators Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection. For more information please email

9. Third Party Links

This privacy policy only covers our own practices. On occasion we include links to third parties on our website. Where we provide a link it does not mean that we endorse or approve that website’s policy towards visitor privacy or any goods or services offered on it. You should review the website’s privacy policy and consider the owner’s reputation before sending any personal data or entering into any transactions through the website.

10. Opting out of Marketing

You have the right to ask us not to process your personal data for marketing purposes. If you would like to do so, just let us know at [insert e-mail address]. If you exercise your right to opt-out of receiving marketing messages from us, please be aware that you may continue to receive certain non-marketing communications from us. For example, we may still need to contact you about important changes to our products, services or website that affect you or about any agreements we may have entered into with you.

11 Access to information and your rights

11.1 You have the following rights over the way we process personal data relating to you. We aim to respond as soon as practicable but within one month at the latest.
11.1.1 to ask for a copy of data we are processing about you and have inaccuracies corrected;
11.1.2 to ask us to restrict, stop processing, or to delete your personal data; to request a machine-readable copy of your personal data, which you can use with another service provider;
11.1.3 To make a request in relation to any of your rights, please email us at
11.2 We do not charge a fee to respond to reasonable requests. If the request is excessive or unfounded the AOI may choose to refuse or charge for the request.
11.3 If the AOI refuses a request the individual will be told why and that they have the right to complain to the ICO and seek a judicial remedy. This will be communicated as soon as possible or within 30 days from receiving your request.

12. Data Breaches

12.1 The AOI has robust procedures in place to minimise the risk of a data breach. Where a data breach occurs, and it is deemed likely to result in risk to people’s rights and freedoms, the AOI will inform the ICO within 72 hours of becoming aware of the breach (even if the full details are not known) where feasible.
13.2 If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, those individuals will be informed without undue delay.

13. Contacting us and complaints

Please do not hesitate to contact us regarding any matter relating to this privacy policy. Questions, comments and requests regarding this privacy policy are welcome and should be sent to us by email at or by post to Somerset House, T7 3rd Floor Somerset House, Strand, London WC2R 1LA.
We hope that we can resolve any query or concern you may raise about our use of your information. You have the right to make a complaint at any time to the Information Commissioner’s Officer (ICO), the UK Supervisory Authority for data protection issues.