Privacy Policy
Effective date: July 22, 2026
Version: 1.0
1. Scope
This Privacy Policy explains how Aiston LLC, operating as Aiston Fine Art Services (“Aiston,” “we,” “us,” or “our”), collects, uses, discloses, and retains personal information through the public website at aiston.com and its public pages and forms.
This Policy applies to public quote requests, newsletter signups, contact and careers communications, client-resource pages, and other public website interactions. Authenticated client and employee portals may provide additional or separate notices. This Policy does not replace any notice that applies specifically to employees, contractors, clients using an authenticated portal, or information collected under a separate written agreement.
Links from the website may lead to services operated by other organizations. Those services are governed by their own terms and privacy practices.
2. Information You Provide
You may provide information to Aiston when you request a quote, contact us, subscribe to the newsletter, apply for a role, use a staff-directed client form, or otherwise communicate with us.
Depending on the interaction, this information may include:
- your name;
- company, gallery, institution, estate, collection, or other organization;
- email address and phone number;
- requested services and preferred dates;
- collection, delivery, storage, viewing, or project locations;
- project descriptions and instructions;
- artwork or object descriptions, quantities, dimensions, media, materials, values, and handling or access information;
- insurance-related questions or information you choose to provide;
- photographs, PDFs, and other files accepted by the Advanced Quote form;
- newsletter interests and consent;
- careers, contact, or other information you send to us.
Not every field is required. Please provide only information that is relevant to your request.
Submitting a quote request does not create a booking, insurance contract, or obligation to perform services. A project begins only after Aiston confirms the scope and the parties accept the applicable written documents.
3. Information Processed Automatically
When you use the public website, Aiston and its service providers may process limited technical and operational information, including:
- the page requested and the referring page;
- the date and time of the request;
- browser, device, and general connection information;
- network information used for website security, fraud prevention, and abuse controls;
- request and correlation identifiers;
- operational, diagnostic, security, and error events;
- privacy-minimized identifiers used for form idempotency, duplicate prevention, and rate limiting;
- the privacy choice stored in your browser;
- website interaction and conversion information collected through optional Google measurement after you accept optional cookies.
The public form-state system is designed to minimize stored information used for duplicate prevention and abuse controls. For example, it may store derived hashes and status records instead of the original value used to create them.
4. How We Use Information
Aiston may use personal information to:
- evaluate and respond to an inquiry;
- prepare a quote or discuss the requested scope;
- administer related services if you decide to proceed;
- coordinate scheduling, locations, access, artwork handling, storage, transportation, installation, viewing, packing, crating, documentation, or shipping;
- send requested transactional, confirmation, or service-related communications;
- administer newsletter confirmation, subscription, unsubscribe, bounce, complaint, and suppression records;
- maintain website and form security;
- prevent abuse, fraud, duplicate submissions, and unauthorized activity;
- troubleshoot, diagnose, monitor, and improve the public website;
- maintain necessary business, operational, contractual, and legal records;
- measure website use and inquiries after you accept optional analytics and advertising measurement;
- comply with law, legal process, regulatory requirements, and valid requests from authorities;
- protect Aiston, our clients, our service providers, website users, and others.
Submitting a quote request does not subscribe you to marketing emails. Newsletter enrollment requires a separate affirmative consent and confirmation process.
5. How We Disclose Information
Aiston may disclose personal information to service providers and other recipients only as reasonably necessary for the purposes described in this Policy.
These recipients may include:
- Cloudflare, which provides website hosting, security, serverless functions, database services, and related infrastructure;
- Resend, which provides transactional and newsletter email delivery when configured for the public website;
- Google, which provides optional analytics and advertising measurement after you accept optional cookies;
- DocuSign, which hosts certain staff-directed client forms and electronic-signature workflows;
- service providers, carriers, facilities, project participants, professional advisers, or other parties involved in evaluating or performing requested services if you decide to proceed;
- legal, accounting, insurance, security, and other professional advisers;
- government authorities, courts, regulators, or other parties when disclosure is required or permitted by law or reasonably necessary to protect rights, safety, property, or systems.
Third-party services process information under their own terms, privacy notices, and contractual obligations.
6. Quote Requests and Uploaded Files
The Simple Quote and Advanced Quote forms collect information needed to evaluate and respond to a potential project. The Advanced Quote form may accept supported image and PDF files.
Uploaded files may contain personal, confidential, or commercially sensitive information. Upload only information that is reasonably necessary for Aiston to understand the request. Aiston may retain a submitted request and related files as part of the inquiry, a resulting client relationship, required business records, dispute resolution, security review, or legal compliance.
Aiston uses submitted information to evaluate and respond to your request, administer related services if you proceed, maintain security and required business records, and meet legal obligations.
7. Newsletter and Marketing Emails
The Aiston newsletter uses a separate consent and confirmation process.
When you subscribe:
- you must affirmatively request marketing emails;
- consent is not a condition of purchasing services;
- Aiston may send a confirmation message to verify the address;
- the subscription becomes active only after the required confirmation;
- you may unsubscribe at any time through the link provided in a marketing email;
- Aiston may retain a limited suppression record after unsubscribe, bounce, or complaint so that the address is not added or mailed again contrary to the recorded status.
Service-related or transactional communications about an inquiry, account, booking, or project are separate from newsletter marketing consent.
8. Cookies, Local Storage, and Optional Google Measurement
Aiston uses essential browser storage to remember your privacy choice and support site security and basic operation.
Optional Google Analytics and Google Ads measurement are off by default. Optional Google tags do not load unless you select Accept optional cookies. You may select Use essential only and continue using the public website.
After you accept optional measurement, Google may process information about page views, interactions, referrals, device or browser details, and inquiry-related conversion events. If you accept optional advertising measurement and a quote submission is successfully received, limited contact information you supplied, such as an email address or phone number, may be used for Google Ads enhanced conversion measurement. Google processes that information under its own terms and privacy practices.
You may reopen Cookie preferences through the website footer and change your choice. Withdrawing consent applies to future optional measurement. Changing your choice does not automatically delete information that was processed before the change.
9. Retention
Aiston retains information according to the type of record, the purpose for which it was collected, the status of the interaction, operational requirements, and applicable legal obligations.
| Record category | Retention approach |
|---|---|
| Quote requests, related communications, and files | Retained as reasonably necessary to evaluate the request, administer services if you proceed, maintain required business records, resolve disputes, and meet legal obligations. Files may be removed sooner when they are no longer needed. |
| Form idempotency and rate-limit records | Retained temporarily under configured expiration rules to prevent duplicate submissions and abuse, then deleted through scheduled cleanup. |
| Pending newsletter subscriptions and related request/consent records | Generally retained for up to 30 days if confirmation is not completed. |
| Newsletter delivery and authenticated provider-event records | Generally retained for up to 180 days for delivery, security, troubleshooting, and audit purposes. |
| Active newsletter subscriber and confirmed-consent records | Retained while the subscription remains active and as needed to document the subscription. |
| Unsubscribed, bounced, complained, suppressed, or revoked newsletter records | Limited records may be retained for up to 24 months to honor the recorded status, prevent unwanted sending, and maintain consent or suppression evidence. |
| Operational and security logs | Retained for a period reasonably necessary for security, diagnostics, incident response, and system administration under Aiston’s operational retention settings. |
| Contractual, transaction, accounting, claims, and legal records | Retained for the period reasonably necessary for the business relationship and as required or permitted by law. |
Aiston may retain information longer when reasonably necessary for an active dispute, legal hold, investigation, security incident, contractual obligation, or other legal requirement.
10. Security
Aiston uses administrative, technical, and organizational safeguards designed to protect personal information. No system or transmission method can be guaranteed completely secure.
Aiston’s public forms use controls designed to reduce duplicate submissions, abuse, unauthorized file types, and accidental disclosure. Access to personal information is limited according to operational need and the systems used to provide the relevant service.
11. Your Choices and Requests
You may:
- accept or reject optional Google measurement through the privacy banner;
- reopen Cookie preferences and change your choice;
- unsubscribe from newsletter marketing through the link in a marketing email;
- contact Aiston to request access to, correction of, or deletion of personal information associated with you.
Aiston may need to verify your identity or authority before acting on a request. A request may be limited or denied when retaining information is reasonably necessary for security, fraud prevention, contractual obligations, legal claims, recordkeeping, compliance, or another lawful purpose.
Depending on where you live and the law that applies, you may have additional privacy rights. Aiston will respond to applicable requests as required by law.
To make a privacy request, contact Aiston using the information in the Contact Us section below.
12. External Services and Links
The website may link to authenticated portals, DocuSign forms, social networks, or other third-party services. A link does not mean that Aiston controls the third party’s privacy or security practices.
Before providing information to an external service, review the privacy notice and terms presented by that service.
13. Changes to This Policy
Aiston may update this Privacy Policy to reflect changes in the public website, business practices, service providers, or legal requirements.
When the Policy is updated, Aiston will revise the effective date and version shown at the top of this page. Material changes will be presented through an appropriate notice when required.
14. Contact Us
Questions or requests concerning this Privacy Policy may be directed to:
Aiston LLC
Aiston Fine Art Services
45-21 37th Street
Long Island City, NY 11101
Email: info@aiston.com
Phone: +1 (718) 433-2460