IOV World

Website information

Privacy, explained in practical terms.

This page describes how the current website handles information when you create an account, choose newsletter updates, prepare a membership enquiry, follow an email link, propose a cultural contribution or artist profile, or open an external resource.

Website account and secure sign-in

Account sign-in is managed by OpenAI Sites through “Sign in with ChatGPT”. IOV receives the verified email address associated with that sign-in; the website does not receive or store your ChatGPT password, authentication token or ChatGPT session cookie.

Signing in alone does not create an IOV record. When you submit the registration form, the website stores your verified email address, family name, given name, full date of birth, optional organisation and country or region, selected account type, the time and version of your privacy acknowledgement, account status, and account creation and update times. Your age is calculated from the date of birth and is not stored as a changing value. These details are used to provide and administer website services. Authorised IOV administrators can view a searchable register sorted alphabetically by family name, given name and email address after completing an additional authenticator check.

The free account costs €0 and provides account and optional newsletter services without upload rights. The annual account costs €20 per calendar year. Selecting it creates an unpaid annual record; it does not prove that money was received. For each calendar year, an authorised administrator may record whether the contribution is paid, unpaid or not yet recorded. The database stores the year, status, the time a paid status was recorded, the latest update time and a pseudonymous reference to the administrator who made the change. It does not store card or bank details or payment-provider credentials. Submission access is derived on the server and requires an active annual account with the current year recorded as paid.

Active accounts and accounts marked for review are kept until you delete them through the account page or ask IOV to remove them. A suspended account is scheduled for deletion after 90 days unless an administrator reactivates it or moves it to review. Expired suspended accounts are removed when the account service next processes a request. Self-service deletion removes the live account and its annual contribution statuses immediately. The hosting provider may retain recoverable database history until the recovery window of the active plan expires. Deleting the IOV website account does not delete your ChatGPT account. A website account is not proof of formal IOV membership; its type controls only the digital services described on the account page.

Account privacy notice version: 25 September 2026.

Newsletter and email data

Newsletter registration is optional and separate from creation of a website account. If you choose updates, the website records the request time and notice version and sends a confirmation link to the verified account address. Newsletters are sent only after you confirm that link. The database records whether the request is pending, confirmed or withdrawn, together with the confirmation or withdrawal time. You can unsubscribe from every newsletter or through your website account. Deleting the website account also removes its newsletter subscription record.

Resend processes confirmation messages and newsletters on IOV's behalf. The website keeps an administrative campaign record containing the subject, plain-text content, recipient and delivery counts, status and times. Signed delivery notifications from Resend are used to stop future sends to addresses that bounce, complain or are suppressed. The website retains only the delivery-event identifier, event type and processing time for replay protection; it does not store newsletter open or click activity. IOV must complete its final provider, retention and international-transfer review before activation.

Other contact links open your own email application. The website does not send those messages itself. Information is transmitted only if you choose to send the prepared email, after which it is handled through the sender’s and recipient’s email services.

Membership enquiry form

The membership enquiry form prepares an email on your device. The entered name and email address are not uploaded or stored by the website. They leave your device only if you send the resulting email.

Contribution and artist profile forms

The contribution and artist profile proposal forms can be prepared before sign-in. Nothing entered there, including selected files, is sent until the contributor continues to the protected upload login. Netlify Identity verifies the invited upload account; the server then checks the same email against the IOV website account database. Access is granted only when the website account is active, uses the annual type and has the current calendar year recorded as paid. Sign-in credentials are not written to Google Drive.

After verification, the account name and email address, contribution details or proposed name and biography, cultural context, source and rights information, filenames, file sizes and selected files are transferred to a private IOV Google Shared Drive intake area. Artist profile proposals also require confirmation that the represented artist, ensemble or cultural bearer has approved how they are presented. Large files travel directly from the browser to Google Drive through temporary upload sessions. Interrupted transfers remain marked incomplete; completed transfers remain pending editorial and security review. Nothing is published automatically.

The intake area is a quarantine location, not a trusted archive. File-type checks are not a malware scan, and editors must not open unscanned uploads locally. Access must remain limited to the service account and explicitly authorised IOV editors. Retention periods, deletion and scanning procedures, the responsible IOV entity and any international data transfers must be confirmed by IOV before public activation. Contributors may contact IOV World to ask about a submission or request deletion where applicable.

Technical delivery data

OpenAI Sites hosts and secures the managed website and its account and newsletter database. Standard delivery information can include an IP address, request time, requested page and browser details. Sites also records aggregate traffic information. Newsletter email delivery uses Resend as described above. OpenAI currently states that data residency is not available for Sites, its database or related logs. The protected contribution workflow uses Netlify Identity, a Netlify Function, a server-to-server entitlement check against the Sites database and Google Drive as described above. Provider retention periods and the organisation's legal basis must be confirmed during the final privacy review.

Questions

For questions, access requests or help deleting an account, contact IOV World.

Email a privacy enquiry

Editorial status: this information requires organizational review before public deployment; it is not a substitute for jurisdiction-specific legal advice.