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Encounters Studio - Terms and Conditions


Encounters Studio – Terms and Conditions for participating

Digital participation at Modern Art Oxford
Modern Art Oxford is an organisation with participation and inclusion at the heart of its digital programming. Because of this, we regularly work with our audiences to share and create world-class digital content. Creative content we might share through digital participation projects like Studio Encounters includes; text, images, films/videos, and audio.

Digital participation in Encounters Studio
Part creative research, part collaborative graphic novel, Encounters Studio is a participatory digital drawing project designed to make visible our everyday moments of community and connection. Taking place as part of the exhibition Boundary Encounters (22 July – 29 October 2023), Modern Art Oxford is inviting audiences to explore how drawing can invite collective- and self-reflection through interactive drawing activities in the gallery and online. 

During the project, audiences have the option of submitting their digital drawings to feature in the Encounters Studio public project. These submissions to the public project will contribute to a new image gallery or ‘collective graphic novel’ on Modern Art Oxford’s MAO Studio website platform.

Ways individuals can participate in Encounters Studio:

There are a couple of ways individuals can participate in the project Encounters Studio, outlined as follows:

  • Submission to public drawing project:
    Individuals can follow instructions in the gallery or on the Modern Art Oxford website to create a drawing and submit it to the public Encounters Studio project. Submissions take place via an email or website-based contact form. In the form, individuals can choose to remain anonymous or share a name, title and short story alongside their drawing. Selected drawings and any information submitted relating to those drawings will be uploaded by Modern Art Oxford’s Digital Team onto the gallery’s MAO Studio website platform, available to view by the general public. In addition to being presented online, submitted drawings may also be featured as part of a collated showreel presentation, shown in the Boundary Encounters exhibition at Modern Art Oxford in late summer-autumn 2023. 
  • Other forms of participation: 
    Individuals can follow instructions at Modern Art Oxford or online, to create a drawing and send it to themselves, or a loved one but not submit it to the public project. They can also choose to simply delete their work.

    At selected times during the exhibition, individuals can also take part in creating live, large-scale drawings in Modern Art Oxford’s Piper Gallery. Live participatory outcomes from this activity may be shared publicly during the project in the form of screen-based recording methods capturing multiple people’s drawings, sped-up as a timelapse. This recording will only capture drawing activity happening on screen, no participants in the activity will be featured.



About these Terms and Conditions
This policy only relates to submissions for the public drawing project. By submitting a drawing to Encounters Studio you are agreeing to the terms and conditions as laid out here. 

Agreement for Encounters Studio participants: 
By submitting to Encounters Studio and agreeing to these terms and conditions, you:

  • Confirm that you have read these terms and conditions before making your submission;
  • Confirm that you have read and consent to the terms in our Privacy Policy; 
  • Confirm that you are the sole owner of the content in your submission OR, if you are submitting on behalf of someone else, have provided proven consent from the person who created the work;
  • Confirm that you have acknowledged and agree to our terms regarding the naming or releasing of identities as outlined in the following statement on each Encounters Studio email submission form: Please fill in the below information to accompany your submission: The information you choose to provide below will be shared publicly alongside your drawing on our website and social media. Please only share what you’re happy for others to see. To submit an anonymous drawing only, please leave the questions blank.
  • Notify us in your submission if you are submitting as a person under the age of 16;
  • Respond to any requests we might have to share your submission with third parties (excluding the stated third party digital platforms outlined in section 5);
  • Respond to any future requests we might have to present your submission in other formats.


Information about how participation will be shared publicly: 
Selected Encounters Studio submissions will be shared:

  • On Modern Art Oxford’s website
  • On Modern Art Oxford’s social media channels
  • In the gallery space at Modern Art Oxford

Therefore, by agreeing to submit a drawing to Encounters Studio, you are consenting for us to share your submission (and any information you choose to provide) on the gallery’s website, social media channels and in the physical gallery space. If you do not consent to have your work shared in this way, we kindly ask you not to make a submission to the project.

On each Encounters Studio email or web-based submission form, you are required to make some decisions about whether you would like to be credited publicly against your submission, and what that credit will be. By leaving this section of the form blank, or specifying ‘anonymous,’ you are opting out of being publicly credited and no crediting information will appear. You will also be invited to choose a title and additional information to accompany your drawing. By leaving this section of the form blank, you are opting out of having a title and additional information appearing alongside your drawing.

In the form, you will be asked to share your email address with us. This is only so that we can contact you about your submission if we need to. Your email address will never be shared publicly or with third parties. For more information, please read our Privacy, Security and Cookies notice.

You always reserve the right to ask us to remove or change your sharing preferences at any time. To request this, please email media@modernartoxford.org.uk. 

You can expect your drawing to be shared between 1-2 weeks following your submission, or longer depending on the volume of submissions we receive. 

We’ll strive to share as many submissions as possible. However, due to this project involving hands-on digital creation behind the scenes, making a submission does not guarantee inclusion in this project.

We think you will be pleased with how your drawing appears as part of Encounters Studio, but we recognise that there could be a circumstance where you may request for us to remove it. To opt out of Encounters Studio participation and have your submission removed, please email media@modernartoxford.org.uk and we will take action as soon as we can.



Data protection, copyright and third party platforms

Data protection: 
Modern Art Oxford is registered under the terms of the 1998 Data Protection Act and complies with the General Data Protection Regulation (GDPR). All information submitted will be stored securely. Please read our Privacy, Security and Cookie Notice for full details.

Third party platforms:
Modern Art Oxford uses several third party platforms to share and promote Encounters Studio, including Instagram, Facebook and Twitter. Therefore, by participating in the project you are allowing Modern Art Oxford to share your submission on these platforms. 

Modern Art Oxford’s third party image sharing platforms and their Terms of Service are: 


Copyright:
By taking part in Encounters Studio, you are consenting to Modern Art Oxford’s content copyright policies as outlined below. 

All copyright, trade marks, design rights, patents and other intellectual property rights (registered and unregistered) held within Modern Art Oxford’s content remains the property of the gallery and its licensors (which includes participants and other users). 

As a creative organisation, in certain prescribed circumstances (including Encounters Studio) individuals may adapt, alter or create a derivative work from Modern Art Oxford digital content for your own personal, non-commercial use, with the prior written permission of Modern Art Oxford and the holder of that digital content.

Individuals may not copy, reproduce, republish, disassemble, decompile, reverse engineer, download, post, broadcast, transmit, make available to the public, or otherwise use Modern Art Oxford’s digital content in any way except for their own personal, non-commercial use. For more information about what constitutes commercial and non-commercial use, please refer to our Images Policy.


Content rules and restrictions 
Modern Art Oxford shares digital content for its audience’s enjoyment and education. As an organisation, we reserve the right to disallow, remove, edit or report content submitted to Encounters Studio that is deemed objectionable, offensive, or unlawful. 

This includes, but is not limited to, content that is abusive, threatening, harassing, defamatory, ageist, sexist, homophobic, transphobic, ableist, or racist. Content that is intended to promote or incite violence will not be tolerated and, if deemed unlawful, could lead to further action.

The organisation leads on professionally handling any online comments or feedback associated with the imagery, including general comment responses, answering questions or, if necessary, comment removal. Modern Art Oxford does not remove comment or opinion unless it is deemed offensive, unlawful or triggering to others.