CollectiveAccess Condition Check is a mobile application for gallery and museum staff to create and manage artwork condition reports linked to CollectiveAccess collection management systems.
What We Collect
Account credentials
Staff log in using their existing CollectiveAccess username and password. These credentials are transmitted securely to your institution's CollectiveAccess server. The app stores authentication tokens (not your password) on your device in the secure keychain for session management.
Photos and videos
With your permission, the app accesses your device camera and photo library to attach media to condition reports. Photos and videos are uploaded directly to your institution's CollectiveAccess server.
Location data
Photos taken on your device may contain GPS metadata in their EXIF data. By default, this metadata is retained when photos are uploaded. You can enable GPS stripping in the app's Settings screen, which removes location data from photos before upload. Videos are not affected.
Report data
Condition reports you create — including field values, examiner names, linked artworks, and attached media — are stored on your institution's CollectiveAccess server, not on Whirl-i-Gig's servers.
What We Do Not Collect
- We do not collect personal information beyond what is necessary for app function
- We do not sell or share your data with third parties
- We do not use analytics, advertising SDKs, or tracking of any kind
- We do not store your CollectiveAccess password on the device or on any external server
Data Storage
All report data is stored on your institution's CollectiveAccess server. The app stores the following locally on your device only:
- Authentication tokens (in the device secure keychain)
- App settings: image format preference, GPS metadata preference, last used server subdomain
Permissions Used
| Permission | Why it's needed |
|---|---|
| Camera | To take photos and videos for condition reports |
| Photo Library | To attach existing photos and videos to condition reports |
| Microphone | To record audio when capturing videos |
Contact
Whirl-i-Gig / CollectiveAccess
For questions about this privacy policy or the CollectiveAccess Condition Check app:
This privacy policy applies to the CollectiveAccess Condition Check mobile application. Your institution's CollectiveAccess installation is governed by your institution's own data policies.