BRIDGE N — Privacy Policy & Cookies Notice (UK)
Effective date: 28 November 2025
Who we are. BRIDGE N (“we”, “us”, “our”) is an independent non-profit platform and publication.
Privacy contact: hello@bridge-n.ai
Supervisory authority: UK Information Commissioner’s Office (ICO).
This notice explains how we collect, use and protect your personal data when you visit our website, submit work to our open calls, subscribe to updates or otherwise interact with BRIDGE N. We write in plain English; if anything is unclear, please email us.
1) What information we collect
1.1 Data you provide
• Open call submissions: name or pen name, email, biography, statements about your creative process, work files (text, images, audiovisual), metadata and disclosure notes about AI use, and any other information you choose to include.
• Correspondence: messages you send via email or forms (including queries, rights/re-use questions, consent and release forms).
• Newsletter/alerts: name and email.
• Partnerships & sponsorships: contact details of representatives; proposals; billing details where relevant.
• Events & workshops: registration data; accessibility needs you choose to share.
Please avoid including special-category data (e.g., health, religion, political opinions) unless strictly necessary.
1.2 Data we collect automatically
• Usage and analytics: pages viewed, device/browser type, approximate location, referrers, session duration, and similar metrics (via cookies or similar technologies).
• Technical logs: IP address and basic request logs for security and reliability.
2) Why we use your data (UK GDPR lawful bases)
• Run open calls and publish selected works — receive, review and administer submissions; communicate results; edit and publish; maintain an editorial archive. Legal basis: Contract and Legitimate interests.
• Provide the website, security and analytics — ensure the site functions, measure interest, prevent abuse. Legal basis: Legitimate interests; non-essential analytics rely on your Consent.
• Send newsletters/announcements (if you opt in). Legal basis: Consent (you can withdraw at any time).
• Comply with the law — reporting, safeguarding, rights management. Legal basis: Legal obligation.
3) How we use AI tools
We may use reputable AI tools (e.g., for editorial assistance, translation, quality checks or creative experiments). We aim to avoid uploading personal data; where processing is unavoidable, we minimise and anonymise where possible and use providers with appropriate safeguards. We do not make solely automated decisions with legal or similarly significant effects on you. Published works include clear AI disclosure where relevant.
4) Sharing your information
We do not sell your data. We may share it with:
• Service providers (processors): website host/CDN, email/newsletter provider, form and file-upload provider, analytics, secure storage, project-management tools — strictly to deliver our services.
• Jury/Editors/Advisers: named individuals who help assess or edit submissions (bound by confidentiality/agreements).
• Payment provider (if we later accept fees/donations).
• Legal/disclosure: where required by law or necessary to protect rights or address security risks.
A current list of key processors is available on request.
5) International transfers
Some providers may process data outside the UK/EEA. We rely on adequacy regulations, the UK Addendum to the EU Standard Contractual Clauses, or equivalent safeguards. Copies of safeguards are available on request.
6) Retention
• Unsuccessful open-call submissions: up to 12 months after the cycle closes.
• Shortlist/winners and published works: retained in our editorial archive and on the website; publication records may be kept indefinitely.
• Contracts/consents/releases: typically 6 years (or as legally required).
• Newsletter data: until you unsubscribe or we remove inactive contacts.
• Analytics logs: typically up to 26 months, then aggregated/anonymised.
We securely delete or anonymise data after the relevant period.
7) Your rights
Subject to legal limits, you have the right to access, rectify, erase, restrict processing, object (including to analytics/marketing), and data portability. Where we rely on consent, you can withdraw it at any time. To exercise your rights, email hello@bridge-n.ai. You can also complain to the ICO (ico.org.uk).
8) Children
Our website is not directed at children under 16. If a child has submitted personal data without appropriate consent, contact us; we will take reasonable steps to remove it.
9) Security
We use appropriate technical and organisational measures (access controls, encryption in transit, least-privilege, backups, confidentiality). No system is perfectly secure; please avoid sending unnecessary personal data.
10) Publishing, credit and takedowns
If your work is selected for publication, your name or pen name, work title, statement and materials may appear on our site and social channels under the terms agreed at acceptance (including any non-exclusive licences you grant to BRIDGE N). For corrections, credit changes or takedowns, write to hello@bridge-n.ai. We assess such requests case by case, balancing your interests with our editorial record and the public interest.
11) Cookies
We use cookies and similar technologies to run the site and understand audience interest.
11.1 Types of cookies
• Strictly necessary (always on): security, load balancing, forms.
• Analytics/measurement (optional): understand which pages are visited; improve content.
• Functional (optional): remember preferences (e.g., language).
• Advertising (not used by default).
11.2 Your choices
On your first visit we present a cookie banner. You can Accept all, Reject non-essential, or Manage preferences. Change choices at any time via Cookie settings. Browser controls are also available. Blocking some cookies may affect functionality.
11.3 What we set
A detailed, up-to-date cookie table (name, purpose, expiry, provider) is available at Cookie list and will be updated when we change providers.
12) Open call data sanity
• Minimise personal data inside creative files; do not include other people’s personal data without permission (e.g., model releases for identifiable images).
• AI disclosure: include a short note stating which tools you used and at what stages.
• Sensitive content: mark sensitive themes/images in your submission notes so we can handle them appropriately.
13) Changes to this notice
We may update this policy from time to time. Material changes will be signposted on the site and, where appropriate, emailed to subscribers. The “Effective date” shows the latest version.
14) Contact us
For privacy, data-rights, takedown or cookie queries: hello@bridge-n.ai