Last updated: 24 October 2026
This policy explains what personal data we collect through lanaswan.com, why we collect it, who we share it with and what your rights are. It is written for the UK GDPR and the Data Protection Act 2018.
1. Who we are
The data controller is Svetlana Shavrina, an artist trading as Lana Swan (“we”, “us”), London, United Kingdom. For any question about your data, write to info@lanaswan.com.
2. What we collect and why
Orders in our shop
When you buy a painting, a print or a service, we collect your name, billing and delivery address, email address, phone number (if you give it), what you ordered and how much you paid. We use this to take payment, deliver your order, send you emails about it and handle any return. Card details are entered on the payment provider’s secure form, so we never see or store your full card number.
Legal basis: performing our contract with you, and our legal duty to keep tax and accounting records.
Messages and enquiries
If you email us or message us on WhatsApp, we keep your contact details and the message so that we can reply, for example about a commission, a purchase or an exhibition. Legal basis: our legitimate interest in answering you, or taking steps you asked for before a contract.
Applications to exhibit
The form on Exhibit with Us asks for your name, email, a link to your website, Instagram or shop, the exhibition and option you choose, images and details of your works, and, if you wish, a short biography and a note about selling through our shop. We use this to review your application, run the exhibition and contact you about it. If your works are shown, your name, your link and your works are visible to everyone in the virtual gallery and may stay in the archive of past exhibitions, as set out in the Exhibition Terms.
Legal basis: taking steps you asked for before a contract, and then performing that contract.
SWAN Book applications
The SWAN Book form asks for your full name, email, date of birth, country of residence, main technique, whether your work is 2D or 3D, links that show your practice and, if you wish, documents such as certificates or exhibition lists. An AI tool that we use under our instructions makes a first check of your links and documents. Lana Swan then reviews every application by hand and decides the grade. No decision is made by the AI tool alone.
If you accept your grade, we publish only your full name, technique, whether your work is 2D or 3D, the century you were born in, your country of residence, your grade and the month and year you were listed. Your full date of birth, email, documents and entry number are never published.
Legal basis: taking steps you asked for before a contract, and then performing that contract. You can ask us to remove your entry at any time.
Newsletter
If you subscribe on our Subscribe page or tick the box at checkout, we keep your name, email address and the date and time you subscribed and confirmed. We ask you to confirm your subscription by email first. Our newsletter tool, MailPoet, records whether an email was opened and which links were clicked, so we can see what readers find useful. It does not use cookies for this. Every email has a link to unsubscribe.
Legal basis: your consent, which you can withdraw at any time.
Visiting the website
Like any website, our server receives your IP address and basic browser details when you visit, and our security tools use them to block attacks and spam. Legal basis: our legitimate interest in keeping the website safe and working.
With your consent, given in the cookie banner, we also use:
- statistics tools (Google Analytics, Jetpack Stats and WooCommerce Analytics) to count visits and see which pages and products are popular;
- advertising tags from Google, Pinterest, Reddit and Snapchat, to measure our adverts and show them to people who may like the art. When you buy something, these services may also receive details of the purchase, sometimes with your email address in hashed (scrambled) form;
- WooCommerce order attribution, which notes how you found the shop (for example from a search engine or a social media post) and saves this with your order.
You can change your choice at any time. The Cookie Policy lists the cookies and explains how.
Content loaded from other websites
Some features load content from other servers, which then receive your IP address:
- the 3D virtual galleries load textures and 3D models from Poly Haven;
- the name search on Check a Name sends the name you type to Wikidata, run by the Wikimedia Foundation, to find masters of the past. Entry numbers from certificates are checked inside your browser and are not sent anywhere;
- some pages use fonts from Google Fonts, show videos from YouTube or show shop widgets from Fine Art America and Pinterest.
3. Who receives your data
We do not sell your data. We share it only with services that help us run the website and the shop:
- Namecheap, our web host, which stores the website and its database;
- Automattic (WooCommerce and Jetpack), for the shop software, payments, tax calculation, security, backups and statistics;
- payment providers: WooPayments, which uses Stripe to process cards, and, if you choose them, Apple Pay, Google Pay, Amazon Pay, Klarna or Clearpay;
- Printful, which prints and ships some of our art prints, and the couriers who deliver your order;
- Google, Pinterest, Reddit and Snap, only if you accept statistics or marketing cookies;
- an AI service, for the first check of SWAN Book applications;
- our accountant, HM Revenue and Customs, or other authorities, when the law requires it.
Our art is also sold on other platforms, such as Fine Art America, Redbubble, Contrado, Saatchi Art and Artmajeur. If you buy there, that platform is the seller and handles your data under its own privacy policy.
4. Transfers outside the UK
Some of these services are based in the United States or elsewhere outside the UK. When your data is sent abroad, it is protected by UK adequacy regulations (including the UK extension to the EU-US Data Privacy Framework, where the company is certified) or by the international data transfer agreement or addendum approved for the UK.
5. How long we keep it
- Orders, invoices and payment records: six years after the end of the tax year they belong to, as UK tax law requires.
- Messages and enquiries: up to two years after our last contact, unless they become part of an order or an exhibition.
- Exhibition applications that are not accepted: 12 months. For exhibitors, we keep the application while the exhibition is shown or archived on the website.
- SWAN Book: while your entry is listed. If you are not listed or you decline your grade, we keep the application for 12 months, so that a new review after one year can take it into account, and then delete it.
- Newsletter: until you unsubscribe. After that we keep only a note that you unsubscribed, so that we do not email you again.
- Statistics: Google Analytics keeps visit data for no longer than 14 months.
6. Your rights
You have the right to:
- get a copy of the personal data we hold about you;
- ask us to correct it or to delete it;
- ask us to limit how we use it, or object to how we use it;
- receive the data you gave us in a common digital format;
- withdraw your consent at any time, for example to the newsletter or to cookies.
To use any of these rights, write to info@lanaswan.com. We reply within one month. Some data, such as order records, we must keep by law even if you ask us to delete it.
7. Complaints
If you are unhappy with how we handle your data, please tell us first and we will try to put it right. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or by phone on 0303 123 1113.
8. Children
Our shop and application forms are not meant for children under 13, and we do not knowingly collect their data.
9. Changes to this policy
We update this policy when our website or the law changes. The date at the top shows the latest version.