Legal

Terms of Service

Effective from the day the ArtistQuarter service launches. Last updated October 5, 2026.

1. About these terms
2. Definitions
3. Accounts and access
4. Fees and billing
5. Payments to your organization
6. Your data and content
7. Export, leaving, and shutdown
8. Security
9. Your responsibilities
10. Acceptable use
11. Help assistant and automatic suggestions
12. Availability and support
13. Ending the agreement
14. Warranties and liability
15. Changes to these terms
16. Governing law
17. Contact

1. About these terms

These terms are an agreement between Wildfire Interactive, operating ArtistQuarter, of Vancouver, British Columbia, Canada ("ArtistQuarter", "we", "us") and you. If you sign up on behalf of an organization, you confirm you're allowed to accept these terms for it, and "you" means the organization.

Artists, jurors, members and buyers who use ArtistQuarter through an organization agree to the parts of these terms that apply to them: sections 3, 6, 9, 10, 11 and 14. Our Privacy Policy explains how we handle personal information and forms part of these terms.

2. Definitions

• Organization: the guild, society, league, gallery, festival or other group that holds an ArtistQuarter account.
• Administrator: a person the organization gives admin access to.
• End users: artists, jurors, members, buyers and others who use the service through an organization.
• Customer data: everything the organization or its end users put into the service, including member records, contacts, entries, images, scores, comments, invoices and messages.
• Call: a call for entry, submission or jurying event set up by an organization.
• Active member: a member record with a paid membership term that hasn't expired on the billing date.

3. Accounts and access

Keep your login to yourself, and give volunteers only the access they need.

• Each person needs their own account. Don't share logins.
• The organization decides who is an administrator and what each one can do. It is responsible for what its administrators do in the service.
• Tell us straight away at hello@artistquarter.com if you think someone has got into an account without permission.
• We will never ask for your password, and we never send passwords by email.

4. Fees and billing

You pay for submissions after each call closes, and for active members after each month ends. Nothing is billed up front.

Calls for entry

• Per submission, counted separately for each call: $1.50 each for submissions 1 to 250, $1.00 each for 251 to 1,000, and $0.75 each from 1,001 on.
• No setup, per-call or annual fees.
• We bill after the call closes. The charge is taken out of the entry fees collected for that call. If those fees don't cover it, we bill the card on file for the difference.
• For calls with no entry fee, the organization keeps a card on file and we bill it monthly for submissions received that month, at the same rates.

Membership

• Per active member per month: $0.25 each for members 1 to 500, $0.15 each for 501 to 2,000, and $0.10 each from 2,001 on, with a minimum of $15 a month while you have at least one active member.
• We count active members on the billing date and bill monthly in arrears. Everyone who isn't an active member is free.
• Organizations that use both calls and membership get 20% off the membership charge. The monthly minimum still applies after the discount.

General

• Card processing fees are charged by your payment provider under your own agreement with them. We add no markup.
• Prices are in Canadian dollars (CAD) and don't include applicable taxes, such as GST/HST and PST, which we add where required.
• We'll give at least 60 days' notice by email before raising any price. A price increase never applies to a call that is already open.
• If you think a bill is wrong, tell us within 60 days and we'll look into it. We'll refund any amount we got wrong.
• If a bill stays unpaid for 30 days after we've reminded you, we may limit admin features until it's paid. We won't delete your data or block your exports because of an unpaid bill.

5. Payments to your organization

Money from artists and members goes to your account, not ours.

• Entry fees, dues, course fees and sales go into the organization's own account with a payment provider. The organization is the seller and has its own agreement with that provider.
• We don't hold your funds, except that our charge for a call is taken out of that call's entry fees, as described in section 4.
• The organization handles its own refunds, chargebacks, disputes and receipts, including donation tax receipts. It is responsible for its own refund policy and for complying with tax and charity rules.
• Card details are entered on the payment provider's own secure form. We never receive or store full card numbers or security codes.

6. Your data and content

You own your data. Artists own their art. We use it only to run the service for you.

• The organization owns its customer data. We don't own any of it and we don't sell it.
• Artists keep the copyright in their work. When an artist uploads images, they give the organization and us permission to store, resize, show and send them only as needed to run the organization's calls, exhibitions, catalogues and sales, and in the ways the organization chooses to publish them.
• You give us permission to host, copy, process and send customer data only to provide, secure and support the service, and as required by law.
• We don't use customer data or artwork to train AI models, and our contracts with our AI provider don't allow it to do so either.
• We won't use customer data for advertising, and we won't contact your members or artists for our own marketing.
• By uploading anything, you confirm you have the right to do so.

7. Export, leaving, and shutdown

You can take everything with you at any time, and we'll give you plenty of warning before anything is deleted.

• Administrators can export customer data at any time, at no charge. This covers members, contacts, entries, scores and comments, invoices and payments, and original images, in common formats such as CSV and spreadsheet files.
• When you close your account, exports stay available for 60 days. We then delete customer data from the live service within 30 days, and from backups within a further 35 days, unless the law requires us to keep it.
• If we ever decide to stop offering the service, we'll give at least 90 days' notice by email, keep exports working until the end, and won't bill for any period after the shutdown.
• If we sell or transfer the business, these commitments transfer with it. We'll tell you before the change.

8. Security

We protect customer data with measures that fit how sensitive it is. In particular:

• All connections are encrypted (HTTPS). Uploaded images and files are encrypted where they're stored, and so are our backups.
• Passwords are stored only as strong one-way hashes. We never email a password. Password-reset links work once and expire within an hour.
• Private links, such as entry-resume links, invoice links and info packs, use long random codes that can't be guessed and that expire.
• We verify every payment notification with the payment provider before acting on it.
• Uploaded files are checked, kept in private storage and served only through access-controlled links. Uploaded files are never run as programs.
• Imports, exports and generated files aren't publicly reachable, and their download links expire.
• Staff access to customer data is limited to those who need it to provide support or keep the service secure, and that access is logged.
• If a security incident affects your customer data, we'll tell you without undue delay, and within 72 hours of confirming it. We'll explain what happened and help you meet any duty you have to notify people.

9. Your responsibilities

• Organizations decide what they collect from end users, and must have a lawful reason and any consent they need, especially for bulk email. That includes following anti-spam laws such as Canada's Anti-Spam Legislation (CASL) and the US CAN-SPAM Act.
• Organizations set their own call rules, jurying process, fees and refund policies, and are responsible to their artists for them.
• Organizations are responsible for the accuracy of tax receipts and invoices they issue.
• Calls and memberships that involve people under 16 need consent from a parent or guardian, which the organization collects.
• End users must give accurate information and keep it up to date.

10. Acceptable use

Don't use ArtistQuarter to:

• upload work you don't have the right to share, or anything unlawful, harassing or hateful;
• send email to people who haven't agreed to receive it;
• try to get into accounts or data that aren't yours, or test our security without our written permission (we welcome responsible reports at hello@artistquarter.com);
• scrape, overload or disrupt the service, or get around limits we set to keep it running;
• jury dishonestly, for example by sharing anonymous entries outside the jury or trying to identify artists in a blind round.

We may remove content or suspend an account that breaks these rules. Unless it's urgent or illegal, we'll contact the organization first and give it a chance to fix the problem.

11. Help assistant and automatic suggestions

• The built-in help assistant answers questions about using ArtistQuarter. It can be wrong. Check anything important, and don't rely on it for legal, tax or financial advice.
• Suggested artwork tags are generated automatically. Artists can accept, change or ignore them.
• What you type into the assistant, and images used for tag suggestions, are handled as described in the Privacy Policy.

12. Availability and support

• We work to keep the service available, particularly around call deadlines and jurying periods. We'll schedule planned maintenance at quiet times and announce it ahead.
• Support is by email at hello@artistquarter.com. We aim to reply promptly, and sooner when a call deadline or jurying period is close.
• We may improve or change features over time. We won't remove a core feature you depend on (calls, jurying, membership, payments or exports) without at least 60 days' notice.

13. Ending the agreement

• There's no minimum term. You can close your account at any time from your settings or by emailing us.
• When you leave, you pay only for calls that have closed and for active members in the final month. We don't charge cancellation fees.
• We may end the agreement with 60 days' notice, or sooner if you seriously break these terms and don't fix the problem within 15 days of being told. In either case, section 7 still applies, so you can export your data.

14. Warranties and liability

We provide the service with reasonable skill and care. Apart from that, and as far as the law allows, the service is provided "as is", and we don't promise it will be free of errors or interruptions.

As far as the law allows, neither side is liable for indirect or consequential losses, such as lost profits or lost opportunities. Each side's total liability under these terms is limited to the fees the organization paid us in the 12 months before the claim. These limits don't apply to fraud, to either side's obligations about the other's data and confidentiality, or to anything else the law doesn't allow to be limited.

The organization will cover our reasonable costs if a third party makes a claim against us because of content the organization or its end users uploaded in breach of these terms.

15. Changes to these terms

We'll email administrators at least 30 days before any important change to these terms takes effect, and price changes have the 60 days' notice described in section 4. If you don't agree with a change, you can leave before it takes effect, and the old terms apply until then.

16. Governing law

These terms are governed by the laws of the Province of British Columbia and the federal laws of Canada that apply there. Disputes go to the courts of British Columbia, sitting in Vancouver, unless the law where you live gives you the right to bring them somewhere else.

17. Contact

Wildfire Interactive, operating ArtistQuarter, Vancouver, British Columbia, Canada. Email: hello@artistquarter.com