Privacy Policy

1. Overview

The National Portrait Service ("the Service," "we," "our") is committed to treating all information submitted in connection with commission inquiries with discretion, care, and respect. This Privacy Policy describes how we collect, use, and protect personal information submitted through this website and through direct correspondence with the Registrar's Office.

By submitting an inquiry or using this website, you agree to the practices described in this Policy. If you do not agree, please do not submit personal information to the Service.

2. Information We Collect

We collect personal information only in connection with commission inquiries and correspondence. This may include:

• Name and contact information (email address, telephone number, mailing address)
• Correspondence submitted through contact and commission forms
• Reference photographs submitted for the purpose of portrait production
• Commission details including portrait type, size, subject description, and composition notes
• Authorization codes and associated commission record numbers
• Basic technical information such as browser type and referring page, collected automatically for site operation purposes

We do not collect payment information through this website. Financial arrangements are handled directly and separately.

3. How We Use Your Information

Personal information submitted to the Service is used solely for the purposes of commission management, correspondence, and archive record maintenance. Specifically:

• To respond to inquiries and manage the commission process
• To assign artists, transfer reference materials, and coordinate production
• To maintain the permanent archive record associated with your commission
• To update provenance records upon request
• To communicate with you regarding your commission status, delivery, or related matters

We do not use your personal information for marketing purposes, do not share it with third parties for commercial purposes, and do not sell or license it under any circumstances.

4. Archive Records

Archive records are maintained permanently as part of the Service's core function. A commission record contains documentary information — subject description, medium, dimensions, artist name, dates — but does not contain your private contact information in any publicly accessible form. Where archive records are displayed publicly on this website, identifying information about clients is excluded unless explicit written consent has been provided.

5. Reference Photographs

Photographs submitted for the purpose of portrait production are used exclusively for that purpose. They are shared with the assigned portrait artist as reference material and retained by the Service for the duration of the commission. The Service does not publish, exhibit, license, or otherwise use client photographs beyond their intended purpose without written consent.

6. Third-Party Services

This website uses a third-party form submission service (FormSubmit) to route contact and commission forms to the Registrar's Office. Submitted information passes through FormSubmit's servers in transit. We recommend reviewing FormSubmit's own privacy policy if you have concerns about third-party data handling.

We do not use third-party analytics services, advertising networks, or social media tracking tools on this website.

7. Data Retention

Archive records are maintained permanently as described above. Correspondence and commission documents are retained for as long as necessary to support the commission and respond to any future provenance inquiries. We do not delete archive records.

8. Your Rights

If you wish to review, correct, or request information about how your personal data is held by the Service, contact the Registrar's Office at concierge@nationalportraitservice.com. We will respond within a reasonable time. Note that archive records themselves are maintained permanently and cannot be deleted, though private contact details are maintained separately from the publicly accessible archive.

9. Contact

Questions about this Privacy Policy may be directed to the National Portrait Service Registrar's Office:

• Email: concierge@nationalportraitservice.com
• Telephone: (866) 805-PORTRAIT

10. Changes to This Policy

This Policy may be updated from time to time. The effective date at the top of this page reflects the most recent revision. Continued use of the Service's website following any update constitutes acceptance of the revised Policy.