Pet Memorial Portraits (petmemorialportraits.co.uk) is a trading name of POLICYANDPLAY LTD, a company registered in England and Wales (company number 17253846). Registered office and postal address: 7 Cosford Drive, Shortstown, Bedford MK42 0DQ, United Kingdom. ICO registration: ZC165321. We are not VAT registered.
Email: hello@petmemorialportraits.co.uk
POLICYANDPLAY LTD is the data controller for the personal data described in this policy. We know many people come to us after losing a much-loved companion. We handle your photos and words with care.
| Data | Why we use it | Lawful basis | How long we keep it |
|---|---|---|---|
| Photos of your pet that you upload, and your pet's name, type and any description you add | To create your AI portraits, videos and templates | Contract (or steps you ask us to take before buying) | Until you ask us to delete them. See section 4 |
| The portraits, scenes and videos we create for you | To show them to you, deliver them after purchase and print any keepsake you order | Contract | Until you ask us to delete them. See section 4 |
| Email address and account sign-in details (passwords are stored scrambled by Supabase, never readable by us) | To create your account and give you access to what you bought | Contract | While you have an account. We delete it within 30 days of you asking, apart from purchase records |
| Purchase details: name, email, billing details, what you bought, the amount and date. Card details go straight to Stripe; we never see them | To take payment, send your confirmation and keep tax records | Contract; legal obligation | 6 years after the end of the financial year of the purchase |
| Delivery name, address and phone number for printed keepsakes and cards | To have your order printed and delivered | Contract | 6 years with the order record |
| Sympathy cards: your name, the recipient's name, the recipient's email address (digital cards) or postal address (printed cards), and your message | To send the card you asked us to send | Contract with you; legitimate interests for the recipient's details | 6 years with the order record |
| Memorial pages you publish: your pet's name and dates, your name if you add it, your tribute and portrait | To show the memorial page and, if listed, on the Memorial Wall. These pages are public | Consent (you choose to publish) | Until you ask us to remove it |
| Messages you send to Meadow, our writing assistant | To help you write tributes and messages | Contract | Not stored by us. Your browser keeps the conversation until you close the tab. See section 4 |
| Email address entered for the MEMORIAL10 code | To send your code and occasional emails from us | Consent | Until you unsubscribe. After that we keep only a record that you unsubscribed |
| Emails you send us | To reply and keep a record of what was agreed | Legitimate interests | Up to 2 years after the conversation ends |
| Technical data: IP address, browser type and pages requested. Your IP address is also used to limit how many portraits and videos can be made each day | To keep the site secure, stop abuse and fix faults | Legitimate interests | Rate-limit records and server logs are kept for up to 30 days |
| Advertising cookies and similar technology, only if you click Accept | Microsoft Advertising (Bing UET and Microsoft Clarity) and Meta Pixel measure our adverts; Google AdSense shows adverts | Consent | See our cookie policy |
We only send marketing emails if you ask for them, for example by entering your email for the MEMORIAL10 code. Every email has an unsubscribe link and you can object to direct marketing at any time. Order confirmations and download links are service emails, not marketing.
When you create a portrait, your photo is sent to these providers to do the work:
We store your uploaded photos and the images we create in our Supabase storage. Each file has a long, random web address that is not listed anywhere, but anyone who has the address can open it, so please do not share those links unless you mean to. We do not use your photos to train AI models and we do not put them in our gallery or adverts without asking you first.
We keep your photos and portraits until you ask us to delete them, so you can come back to download them or order a keepsake. Email hello@petmemorialportraits.co.uk and we will delete them within 30 days.
We never sell personal data. We may share data if the law requires it, or with a buyer if the business is sold, in which case this policy continues to protect it.
Some providers are in the US. We rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or the ICO's International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.
The table in section 2 sets out how long we keep each type of data. In short: purchase and delivery records for 6 years for tax; photos and portraits until you ask us to delete them; account data until you ask us to delete it (within 30 days); MEMORIAL10 emails until you unsubscribe; logs and rate-limit records for up to 30 days.
You have the right to:
Email hello@petmemorialportraits.co.uk to use any of these rights. We reply within one month.
If you're unhappy with how we've handled your data, email hello@petmemorialportraits.co.uk with 'Data protection complaint' in the subject. We'll acknowledge within 30 days and tell you the outcome. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.
Advertising and measurement tags only load if you click Accept on our cookie banner. See our cookie policy, or change your choice at any time with Cookie settings.
Our service is not aimed at children under 13 and we do not knowingly collect their data. If a child has used the site, a parent or carer can ask us to delete their data.
We update this policy when the way we work changes. The date at the top shows the latest version. If a change materially affects how we use data you have already given us, we will email you before it takes effect.
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