Your information
Privacy policy
Magnolia Art Xchange (MAX) is a 501(c)(3) nonprofit in Ocala, Florida. This page says what we collect when you use our websites, why, who handles it for us, and how to see it, correct it or have it deleted. We do not sell your information, and we never have.
Last updated September 2026. It covers maxocala.org, donor.maxocala.org and the artist portal at portal.maxocala.org.
What we collect
What you give us
Most of what we hold is what you type into a form: your name, email address and phone number, and whatever you tell us in a message, a venue-rental request, a sponsorship or naming inquiry, a question about a piece of art, a newsletter sign-up or a visit booking.
An application for a studio residency or for the board also includes what that form asks for, such as your address, your background, your answers and any files you upload. Applications are read only by MAX staff and the people who review them.
When you buy a piece of art we receive your name, email, phone number and what you bought, and the time you choose to collect it. When you give, join the Conductor’s Club or pay a fee, we receive your name, contact details and the amount. We never see or store your card number. Cards are typed into forms run by our payment companies, Stripe and Square, and handled under their own privacy policies.
Artists with a portal account also store their profile, their artwork and its photographs, their submissions to shows, and messages and records to do with their time at MAX.
What we collect
What is collected automatically
Like most websites, ours record basic technical information when you visit: the pages you look at, roughly where you are in the world, the kind of device and browser you use, and the site that sent you here. We use Google Analytics for this, which sets cookies in your browser. It tells us which pages are useful; it does not tell us who you are.
Our contact-management system also notes which of our forms a visitor filled in, so that an inquiry reaches the right person and is not lost. Pages that ask for sensitive information, such as applications, are left out of this.
You can block cookies in your browser settings and the sites will still work. The artist portal keeps you signed in using storage in your browser, and only sends notifications to a device if you turn them on there.
Why
What we use it for
To answer you; to arrange your visit, your rental, your purchase or your gift; to review applications; to run the artist programme; to send receipts and confirmations; to keep the records a nonprofit is required to keep; and to understand, in aggregate, how our websites are used.
We send newsletters and other news from MAX only to people who asked for them, and every one has a link to stop. We send marketing text messages only to people who ticked the box asking for them. Message and data rates may apply; reply STOP at any time to end them, or HELP for help. We do not sell, rent or share mobile phone numbers, or anybody’s consent to receive texts, with third parties or affiliates for their marketing.
Messages about something you did, such as a purchase confirmation or a pickup time, are sent because you did it, whether or not you asked for news.
Who else
Who handles it for us
We use a small number of companies to run our websites and our office, and they handle your information only to provide that service to us: Supabase and Vercel (hosting and our database), Stripe and Square (payments), our contact-management and email-marketing system, Resend (sending email), Google (analytics, our calendar and our document storage) and Slack (alerting our staff). Each has its own privacy policy and security practices.
An artist whose piece you buy is told that it sold, your name and your town. They are not given your email, phone number or address; MAX is the one who talks to buyers.
Beyond that we share information only when the law requires it, or to protect somebody’s safety or MAX’s legal rights. We do not sell personal information, and we do not give it to anyone for their own marketing.
How long
Keeping it, and keeping it safe
We keep information for as long as we need it for the reason you gave it to us, and for as long as the law requires for financial and donor records. Applications that do not go forward are kept for a reasonable period in case you apply again, then deleted.
Everything travels over encrypted connections, access inside MAX is limited to the staff and reviewers who need it, and our database enforces who may see what. No system is perfectly secure; if something goes wrong that affects you, we will tell you.
Your choices
Seeing it, fixing it, deleting it
Write to info@maxocala.org and we will tell you what we hold about you, correct it, or delete it, unless we are required to keep it (a record of a gift or a sale, for instance). We will answer within 30 days. Artists can change most of their own information in the portal, and can ask us to close their account.
Our websites are for a general audience and are not directed at children under 13, and we do not knowingly collect information from them. If you believe a child has sent us information, tell us and we will delete it.
If we change this policy we will post the new version here with a new date. Questions go to info@maxocala.org, (352) 629-8414, or Magnolia Art Xchange, 531 NE 1st Ave, Ocala, FL 34470.