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Terms of Service

The Short Version

EntryThingy helps artists submit work to galleries and helps galleries manage those submissions. We take care of the platform; you take care of your account and your interactions with other users. Galleries are responsible for how they handle artist data and configure their payments. Artists should keep backups of their work. We all agree to be reasonable humans about this.

Now, the full version:

Introduction

These Terms of Service ("Terms") govern your access to and use of the EntryThingy website, products, and services ("Services"). Please read these Terms carefully. By using our Services, you agree to be bound by these Terms, our Privacy Policy, and our GDPR Policy.

Who Uses EntryThingy

EntryThingy serves different types of users with different responsibilities:

Artists

You use EntryThingy to discover opportunities and submit your work to galleries and art organizations. When you submit to a call, you're sharing your information directly with that organization.

Galleries and Art Organizations ("Platforms")

You use EntryThingy to create calls for entry, collect submissions, manage jurors, and process entry fees. You are responsible for how you handle the artist data you receive and how you configure your payment collection.

Jurors

You review submissions on behalf of galleries. You must treat artist information confidentially and follow the gallery's instructions.

Using EntryThingy

Who Can Use EntryThingy

You must be at least 18 years old to create an account. Users between 13-17 may use EntryThingy with parental consent. When you create your account, you must provide accurate and complete information.

Account Security

You are responsible for maintaining the confidentiality of your login information and for all activities under your account. Please use a strong password and notify us immediately if you suspect unauthorized access.

How Data Flows on EntryThingy

Understanding how your data moves through our platform is important:

When Artists Submit to Calls

When you submit to a gallery's call for entry, you are sharing your personal information—including your name, contact details, artist statement, CV, and artwork—directly with that gallery. EntryThingy facilitates this submission, but the gallery becomes the data controller for your submission data. We cannot control how galleries use your information after they receive it.

When Galleries Collect Submissions

As a gallery using EntryThingy, you are the data controller for the submissions you receive. You are responsible for:

  • How you use, store, and share artist data
  • Complying with applicable privacy laws (including GDPR if you have EU applicants)
  • Your communications with artists about their submissions
  • Any promises you make to artists about data handling

EntryThingy acts as a data processor on your behalf, handling submissions according to your instructions through the platform.

Payment Processing

For Galleries

You configure your own payment processor (such as PayPal) to collect entry fees from artists. You are solely responsible for your payment processor configuration, including:

  • Correct account setup and credentials
  • Fee amounts and currency settings
  • Refund policies and dispute resolution with artists
  • Compliance with your payment processor's terms of service

Even if EntryThingy support assists with configuration, the payment processor account and its settings remain your responsibility. We do not have access to your payment processor credentials and cannot process refunds on your behalf.

For Artists

Entry fees are paid directly to galleries through their configured payment processor. EntryThingy does not collect entry fees on galleries' behalf. Questions about entry fees, refunds, or payment issues should be directed to the gallery you submitted to.

Platform Subscriptions

Gallery subscriptions to EntryThingy are billed separately through Stripe. Subscription payments are non-refundable except as required by law or at our discretion for service issues.

Your Content

Ownership

You retain all rights to content you submit, post, or display through the Services. Your work is yours.

License to EntryThingy

By using the Services, you grant us a worldwide, non-exclusive, royalty-free license to use, copy, reproduce, process, adapt, modify, publish, transmit, display, and distribute your content for the purpose of:

  • Operating and improving the Services
  • Promoting EntryThingy and its features (such as in marketing materials, social media, or case studies)

We will not sell your artwork or use it in ways unrelated to EntryThingy. This license ends when you delete your content or account, except for content shared with other users (like submissions to galleries) which may be retained by those users.

License to Galleries

When you submit to a call, you grant the receiving gallery whatever rights they specify in their call terms. Read each call's terms carefully before submitting.

Content Restrictions

You may not post content that:

  • Is unlawful, threatening, abusive, harassing, defamatory, or invasive of privacy
  • You don't have the right to share
  • Infringes patents, trademarks, copyrights, or other proprietary rights
  • Contains malware or malicious code

We may remove content that violates these Terms, but we have no obligation to monitor all content.

Data Storage and Backups

For Artists

EntryThingy stores your artwork images and profile information to provide our Services. However, we strongly recommend maintaining your own backups of all artwork and important documents. While we implement reasonable measures to protect your data, we cannot guarantee against data loss due to technical failures, security incidents, or service discontinuation.

Storage Limitations

We may implement storage limits and may compress or resize images for performance. Original file quality is not guaranteed for long-term storage.

Third-Party Services

EntryThingy relies on third-party services including:

  • Amazon Web Services (AWS) for data storage
  • Stripe for subscription billing
  • PayPal (configured by galleries) for entry fee collection
  • Postmark for email delivery

We select reputable vendors and maintain reasonable security practices, but we cannot guarantee the availability, security, or performance of third-party services. Outages or issues with these services may temporarily affect EntryThingy functionality.

Privacy and International Data

Privacy Policy

Our collection and use of personal information is governed by our Privacy Policy.

GDPR and International Users

If you are located in the European Union or European Economic Area, additional rights and protections apply. Please review our GDPR Policy.

By using EntryThingy, you acknowledge that your data may be transferred to and processed in the United States, where our servers are located. We implement appropriate safeguards for international data transfers as described in our GDPR Policy.

EntryThingy Rights

All rights, title, and interest in the Services (excluding your content) are and will remain EntryThingy's exclusive property. The Services are protected by copyright, trademark, and other laws. Nothing in these Terms gives you a right to use the EntryThingy name, logos, or branding.

Disclaimers

The Services are provided "AS IS" and "AS AVAILABLE." We make no warranties, express or implied, including:

  • That the Services will be uninterrupted, secure, or error-free
  • That data will not be lost or corrupted
  • That the Services will meet your specific requirements
  • The implied warranties of merchantability, fitness for a particular purpose, and non-infringement

We disclaim all liability for:

  • Actions taken by galleries, artists, or other users
  • Content posted by users
  • Gallery handling of artist data
  • Payment disputes between artists and galleries
  • Third-party service outages or failures
  • Data loss or security incidents despite reasonable precautions

Limitation of Liability

To the maximum extent permitted by law, EntryThingy's total liability to you for any claims arising from or related to these Terms or the Services is limited to the greater of: (a) the amount you paid us in the 12 months before the claim arose, or (b) $100.

We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, goodwill, or other intangible losses, even if we were advised of the possibility of such damages.

Some jurisdictions don't allow these limitations, so they may not apply to you.

Indemnification

For All Users

You agree to indemnify and hold harmless EntryThingy from claims, damages, and expenses (including reasonable attorney fees) arising from your violation of these Terms or your use of the Services.

As a gallery, you additionally agree to indemnify EntryThingy from claims arising from:

  • Your handling of artist data received through the platform
  • Your payment processor configuration and any resulting disputes
  • Your communications with artists and jurors
  • Your call terms and any disputes with artists about those terms

Termination

You may stop using the Services at any time. We may suspend or terminate your access if you violate these Terms or for any reason with reasonable notice.

Upon termination:

  • Your license to use the Services ends immediately
  • We may delete your data after a reasonable retention period
  • Provisions that should survive termination (like limitation of liability and indemnification) will continue to apply

Changes to Terms

We may modify these Terms at any time. For material changes, we'll provide at least 30 days' notice via email or prominent notice on the Services. Continued use after changes take effect constitutes acceptance. If you disagree with changes, you should stop using the Services.

General Terms

Governing Law

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law principles.

Entire Agreement

These Terms, together with our Privacy Policy and GDPR Policy, constitute the entire agreement between you and EntryThingy.

Severability

If any provision is found unenforceable, the remaining provisions will continue in effect.

No Waiver

Our failure to enforce any provision doesn't waive our right to enforce it later.

Contact Us

Questions about these Terms? Contact us at:

EntryThingy hello@entrythingy.com

Last Updated: February 3, 2026