Privacy & evidence standards

Separate evidence from interpretation

Documented entries cite inscriptions, labels or other sources checked by the curator. Family provenance records family knowledge or direct observation. Tentative entries contain readings, attributions or connections that need further verification. Each description should qualify individual uncertain claims even where other parts of a record are documented.

Private information

Names, email addresses, contact details and private ownership notes are stored separately from public catalogue text. Curators can access them to review submissions and follow up. Do not place private details in an artwork description or photograph intended for publication. Curators must check photographs for addresses and other personal information before approving them.

Submissions and photographs

Submissions and their photographs remain private until approved. Images are re-encoded and embedded metadata removed, but visible writing is preserved. The archive stores web-sized copies, not preservation masters. Submit only material you have permission to share. Curators may retain submissions as research evidence; contact the site administrator through your existing correspondence to request correction or removal. Removing a public image does not recall copies already downloaded by visitors.

Cookies and security records

An essential session cookie supports secure forms and curator sign-in. There are no advertising or analytics integrations. Short-lived hashed network identifiers limit abusive requests; security logs record curator actions. The hosting provider may keep access logs under its own policies. Private backups are accessible only to the site administrator.