Upload terms, privacy and cookies

Taking part

Upload only a suitable, family-friendly photo that you have permission to use. Obtain permission from anyone pictured; a parent or guardian should give permission for a child to take part. Do not upload sexual, nude, violent, hateful, abusive or unlawful material, or photos that infringe someone else’s rights.

Your photo is sent to OpenAI for automated safety checking. Entered messages and names are not sent for automated content moderation. If accepted, your photo is used to create a caricature, and your message and names are added to the finished drawing. Your finished caricature may be shown on the event screen, included in the event’s collection or poster, downloaded and printed. Caricatures are artistic interpretations and results may vary.

Automated checks can make mistakes. An accepted result is not a guarantee of safety, permission or ownership. Rejected uploads do not enter the drawing or TV playback queue. During development and early event testing, they may be held privately for organiser review of moderation mistakes. Repeated rejected attempts can temporarily block uploading. If something seems wrong, speak to the organiser. Do not try to bypass upload controls.

Messages and names

If enabled by your organiser, you can add a short message and names to your drawing. Messages and names are not automatically content-filtered or rewritten. Your event attendant manages inappropriate text and can hide a drawing. They are added to the finished artwork exactly as entered, including spelling, grammar, spacing and punctuation. They remain on guest copies and the event poster. They can be seen, downloaded, shared and printed wherever that drawing is available, so only enter information you are happy to share. Your message/names are kept with the drawing until the organiser/platform operator removes it. If a photo is rejected, its accompanying message or names may be held privately with that photo’s review record for context and expire with that record. The automated decision concerns the photo only.

Event gallery and collection

Finished drawings can appear in the event’s guest kiosk after TV playback. Anyone with the event gallery link can browse, download or print its displayed drawings and share an individual drawing link. Uploaded originals and rejected photos are not offered through the kiosk. Ask the organiser to hide a drawing if it should no longer appear. Hiding stops future kiosk access but cannot recall copies already downloaded, shared or printed.

Privacy

SketchWizard operates the platform. Your event organiser manages this event and its collection. We process your photo and drawing to provide the caricature experience, based on the permission you give when uploading. We process limited security records to protect guests and the service, relying on legitimate interests in preventing misuse and maintaining a safe event service.

Where rejected-photo retention is enabled, we may keep a rejected photo, moderation flags/scores and an organiser’s assessment for up to 72 hours to investigate misuse and assess false positives. Only the event’s organiser and platform administrators can access these review photos; they are never automatically drawn, displayed or offered for guest download. Review storage is limited, so records may be removed earlier. Images flagged for sexual content involving minors are not retained for review. This processing supports our legitimate interests in protecting the service and checking the effectiveness of its safeguards.

Security records include an event-specific browser identifier, upload counts, rejected-check counts, last upload time, temporary block status and check duration. The identifier can be linked to your event uploads. It is not your name or a reliable identity for a person or physical device. We also use a keyed hash of your connection’s IP address for short-lived rate limiting. Security identifiers and linked photos can be personal data.

Guest identifiers and security records expire after 7 days. Rate-limit records are retained for their rate window plus up to 24 hours and cleared during use or scheduled cleanup. Uploads and drawings have separate retention: they remain in the event collection until the organiser/platform operator removes them. Ask your organiser about the event’s retention and display arrangements. OpenAI’s own API data controls and retention also apply to processing by OpenAI. Our hosting provider may keep separate server access logs under its operational retention settings.

Depending on your circumstances, you can request access, correction or deletion, object to legitimate-interest processing, or withdraw upload permission for future processing. Withdrawal does not undo processing already performed or copies already downloaded or printed. You may complain to the UK Information Commissioner’s Office.

Privacy contact: mail@sketchwizard.uk.

Cookies and browser storage

When you visit an event’s upload page, we set a first-party security cookie named sw_guest_[event reference]. It contains a random token, expires after 7 days and allows us to enforce upload limits, detect repeat rejected attempts and block misuse within that event. Separate events use separate identifiers. It is used solely for operating these service-protection controls, not advertising or marketing.

The upload page may temporarily keep a small reference thumbnail in this tab’s browser session storage, so it can appear on the animated artist’s desk while your drawing is created. This thumbnail is not uploaded separately or used for advertising. The page clears it when it receives your result or a drawing error. Older previews are discarded when you return, and session storage is normally cleared when the tab closes. Uploading still works if this optional preview storage is unavailable.

We treat this security cookie as strictly necessary for providing the protected upload service. Provider sign-in and upload forms also use a session cookie for authentication and request protection. Your browser lets you manage cookies, but disabling them may prevent uploads or sign-in from working.