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Trans & Conditions – Terms and Conditions

Effective Date: 22 May, 2025

Welcome to transandconditions.com (“the Website”), a project by CIRCA ART LTD in collaboration with Danielle Brathwaite-Shirley. By accessing or submitting content to this website, you agree to the following Terms and Conditions.

1. User Submissions

By submitting a letter through this site:

  • You affirm that the content is your original work or that you have all necessary rights to submit it.
  • You grant CIRCA ART LTD, Danielle Brathwaite-Shirley, and their partners a non-exclusive, worldwide, royalty-free, perpetual license to use, reproduce, modify, publish, distribute, and publicly display your submission across any media now known or later developed, including online, in print, and in public installations.

2. Code of Conduct

To support a respectful, inclusive environment that centres trans lives and voices, you agree to:

  • Submit content that is thoughtful, respectful, and supportive of trans individuals and communities.
  • Avoid language that is hostile, dismissive, sarcastic, or inflammatory regarding gender identity, gender expression, or lived experiences.
  • Approach participation with empathy and a commitment to constructive dialogue.

Violations of this Code may result in your submission being removed and future participation restricted.

3. Moderation and Removal

We reserve the right to:

  • Review, edit, refuse, or delete any submission at our discretion.
  • Remove content that may be deemed defamatory, abusive, discriminatory, infringing, unlawful, or otherwise inappropriate.

Publication of any content does not imply endorsement by CIRCA, Danielle Brathwaite-Shirley, or any affiliated partner.

4. Content Standards

You agree not to submit content that:

  • Violates any law or regulation.
  • Contains defamatory, obscene, hateful, or discriminatory remarks.
  • Infringes the intellectual property rights of any third party.
  • Falsely impersonates another person or misrepresents your affiliation.

5. Indemnity

You agree to indemnify and hold harmless:

  • CIRCA ART LTD,
  • Danielle Brathwaite-Shirley,
  • Land Securities Group PLC (Landsec),
  • Any screen or media partner,
  • Any affiliated contractor or platform provider

from and against any and all claims, damages, losses, liabilities, costs, or expenses (including legal fees) arising from:

  • Your submitted content,
  • Your breach of these Terms,
  • Or your violation of any law or third-party rights.

6. Limitation of Liability

To the fullest extent permitted by law, we disclaim liability for:

  • Any harm, loss, or damage arising from use of the website,
  • Technical failures or website downtime,
  • Or reliance on any content submitted by users.

7. Privacy

Your personal data will be processed in accordance with our [Privacy Policy] (link). By submitting content, you consent to the use of your name and letter content in public forums, including online displays, print archives, posters, and correspondence with Members of Parliament.

8. Intellectual Property Rights

All intellectual property rights in the website and its content (excluding user submissions) are owned or licensed by CIRCA ART LTD or Danielle Brathwaite-Shirley. Submitting users retain ownership of their content but grant CIRCA ART LTD and its partners a license as described in Section 1.

9. Age Restriction

This website is intended for users aged 16 and over. By submitting content, you confirm that you are at least 16 years old, or that you have the consent of a parent or legal guardian.

10. No Guarantee of Publication

Submission of content does not guarantee that it will be published, displayed, or used in the project. Decisions regarding use of content are made at the sole discretion of CIRCA ART LTD and its collaborators.

11. Changes to These Terms

We may update these Terms and Conditions at any time. The most current version will always be available on the Website. Continued use of the Website after changes constitutes acceptance of those changes.

12. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms will be subject to the exclusive jurisdiction of the English courts.

By submitting content, you confirm that you have read, understood, and agree to these Terms and Conditions.

Trans & Conditions – Privacy Policy

Effective Date: 22 May, 2025

This Privacy Policy explains how your personal data is collected, used, and protected by CIRCA ART LTD (“we”, “us”, “our”) in connection with the Trans & Conditions project, hosted at transandconditions.com.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws.

1. What We Collect

When you use the Website to submit a letter, we may collect:

  • Your name (as you enter it)
  • The contents of your letter
  • Optional contact information (e.g. email, if you choose to provide it)
  • IP address (for security and fraud prevention)

2. How We Use Your Data

Your data may be used for the following purposes:

  • To publish your letter (including your name, unless anonymised) on our website, in public displays (e.g. Piccadilly Lights), and in printed materials
  • To send your letter to Members of Parliament as part of the advocacy campaign
  • To maintain a public archival record of the project
  • To improve the functionality and performance of the Website
  • To respond to any data subject requests or user inquiries

3. Legal Basis for Processing

Our lawful bases for collecting and processing your personal data are:

  • Consent: By submitting your data and agreeing to the Terms and Conditions, you consent to its use in accordance with this Privacy Policy.
  • Legitimate interest: We have a legitimate interest in processing and sharing the letters to support public engagement and advocacy for trans rights.

4. Special Category Data

Some letters may include special category data (such as gender identity, sexual orientation, political opinions, or health information). By submitting such content, you explicitly consent to our processing and potential publication of this data for the purposes stated in this policy, including public display, archiving, and communication with public officials.

5. Data Sharing

We may share your data with:

  • Members of Parliament or public officials as part of the letter-writing campaign
  • Print and distribution partners for poster or archival use
  • Hosting and analytics providers who support the Website
  • Legal or regulatory bodies if required by law

We do not sell your personal data to third parties.

6. International Transfers

Some of our service providers may process your data outside the United Kingdom. In such cases, we implement appropriate safeguards (such as Standard Contractual Clauses) to ensure that your rights and data remain protected in accordance with UK GDPR.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined above, or until you request deletion. Public archival or printed materials already distributed may not be retractable.

We review data retention on an annual basis and delete records that are no longer necessary.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion of your data
  • Withdraw consent at any time (where processing is based on consent)
  • Object to or restrict certain types of processing
  • File a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

To exercise any of these rights, please contact us at: [insert contact email]

9. Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, misuse, or disclosure.

10. Children’s Privacy

This website is not intended for users under the age of 16 without parental or guardian consent. If we become aware that personal data from a child has been submitted without consent, we will delete it upon request.

11. Automated Decision-Making

We do not use your data for automated decision-making or profiling.

12. Third-Party Links

This website may contain links to third-party websites. We are not responsible for the content or privacy practices of those sites.

13. Cookies

We may use cookies to improve user experience and track website performance. For more information, please refer to our [Cookie Policy].

14. Updates

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised effective date.

By submitting a letter or using this site, you confirm that you have read, understood, and agree to this Privacy Policy.

Consent Checkboxes

Please review and confirm the following before submitting your letter:

□ I have read and agree to the [Terms and Conditions].

□ I have read and understand the [Privacy Policy], including how my letter and personal data may be used and published.

□ I confirm that I am 16 years of age or older, or have the consent of a parent or legal guardian.

□ I consent to my letter (and name, if provided) being published publicly and used for advocacy, archiving, and communication with Members of Parliament.

□ I would like my letter to be published without my name (anonymous submission). (Optional — tick only if you want to be anonymous)

□ I agree to be contacted by CIRCA ART LTD about updates related to this project. (Optional)