Privacy Policy

Spot on Keepsakes
Last updated: 23 October 2026

Spot on Keepsakes operates this website and online store, including its products, content, features and services (collectively, the "Services").

Our store is powered by Shopify, which enables us to provide our products and services to customers.

We respect your privacy and are committed to handling your personal information responsibly and in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store and share your personal information when you visit our website, purchase products, upload photographs, request personalised artwork or contact us.

For the purposes of applicable data protection laws, Spot on Keepsakes is the data controller of the personal information we process for our own business purposes.

1. Personal Information We Collect

Depending on how you interact with our website, we may collect the following information:

Personal and contact details

• Full name

• Billing and delivery addresses

• Email address

• Telephone number

Order and transaction information

• Products purchased

• Order history

• Personalisation requirements

• Payment confirmation and transaction details

• Returns, refunds and customer-service enquiries

Payments are processed through Shopify and its supported payment providers. We do not require customers to send us their full payment card details directly.

Personalisation information

• Photographs uploaded for personalised products

• Names, dates and messages

• Engraving instructions

• Artwork preferences

• Other information supplied for custom orders

Technical and website information

• IP address

• Browser and device information

• Cookies and similar technologies

• Website activity and interactions

• Shopping basket activity and preferences

Customer communications

We may retain information included in emails, messages, enquiries and other communications with us.

2. How We Collect Your Information

We collect information:

• Directly from you when you place an order, upload photographs, contact us or create an account.

• Automatically when you visit or interact with our website, including through cookies and similar technologies.

• Through Shopify and third-party services used to operate our store.

• From delivery providers, payment providers and other service providers where necessary to manage orders.

3. How We Use Your Personal Information

We use personal information to:

• Process and fulfil customer orders.

• Create personalised artwork and gifts.

• Process payments and issue refunds.

• Arrange delivery and provide tracking information.

• Respond to enquiries and provide customer support.

• Manage accounts and order histories.

• Detect fraud and protect our website.

• Meet legal, tax and accounting obligations.

• Improve our products, website and customer experience.

• Send marketing communications where permitted by law.

We do not use customer photographs in our advertising, product listings or social media without appropriate permission.

4. Personalised Products and Customer Photographs

Spot on Keepsakes specialises in personalised gifts, family portraits, pet portraits, memorial keepsakes and custom artwork.

To create these products, customers may provide photographs, names, dates, personal messages and other instructions.

We use this information to create the products requested, communicate about the order and provide any necessary after-sales support.

Photographs may contain identifiable images of adults, children or other individuals.

Customers should only upload photographs they are authorised to provide and should respect the privacy of the individuals featured.

We do not sell customer photographs or deliberately publish them without appropriate permission.

5. Photographs of Children

Some personalised products may include photographs of babies or children.

Our website is intended for customers who are legally able to place orders and is not directed at children.

However, adult customers may upload photographs featuring children when purchasing family portraits, baby keepsakes or other personalised products.

We process these photographs for the purpose of creating and fulfilling the requested order.

We do not knowingly use children's photographs for advertising or promotional purposes without appropriate permission.

If you have concerns about a photograph of a child submitted to us, please contact us using the details at the end of this policy.

6. AI-Assisted Personalised Artwork

Spot on Keepsakes uses artificial intelligence (AI) tools, including ChatGPT by OpenAI, to assist with creating personalised portraits, family artwork and other custom products.

Where AI assistance is used, customer photographs and personalisation instructions may be uploaded to ChatGPT for image editing, composition and artwork generation.

These materials may include identifiable photographs of adults and children.

We use these services to produce the personalised artwork requested by customers.

We have disabled the ChatGPT setting that permits new conversations to be used to improve OpenAI's models.

This setting does not prevent OpenAI from processing or retaining information as necessary to operate its services, maintain security or comply with applicable legal requirements.

Information processed through AI services may be stored or processed outside the United Kingdom, subject to applicable data protection arrangements.

Customers should be aware that AI-assisted artwork may contain artistic differences from the original photographs.

We do not publish customer photographs or completed personalised artwork for promotional purposes without appropriate permission.

7. Photo Uploads Through OPTIS Product Options

Our website uses OPTIS Product Options, a third-party Shopify application, to collect customer photographs and personalisation instructions.

When customers upload photographs or submit personalisation details, that information may be processed or stored by the application provider to make it available for order fulfilment.

We use these files and instructions to prepare the products customers have ordered.

The app provider's storage locations, retention periods, subprocessors and any international data transfers are subject to its applicable privacy and data-processing arrangements.

We aim to limit access to customer photographs and personalisation information to those who need it to fulfil or support an order.

Customers may contact us with questions or requests concerning uploaded photographs. Requests will be handled in accordance with applicable data protection rights and any relevant legal retention obligations.

8. Our Legal Bases for Processing

Where UK GDPR applies, we rely on the following legal bases, as appropriate:

Performance of a contract

To process orders, create personalised products, arrange delivery, provide customer support related to purchases and fulfil our contractual obligations.

Legal obligations

To comply with applicable accounting, tax, consumer protection and other legal requirements.

Legitimate interests

Where appropriate and balanced against individuals' rights, to maintain website security, prevent fraud, administer our business, respond to general enquiries and improve our services.

Consent

Where consent is required, including for certain marketing communications, non-essential cookies or particular uses of customer photographs.

Where we rely on consent, it may be withdrawn at any time. Withdrawal does not affect processing already lawfully carried out.

9. Sharing Your Personal Information

We may share relevant personal information with service providers where necessary to operate our business.

These may include:

Shopify

To operate our website, process orders, support payments, provide customer accounts and deliver ecommerce functionality.

OPTIS Product Options

To collect and manage customer photographs and personalisation instructions.

OpenAI / ChatGPT

To assist with the creation of personalised artwork when AI processing is used.

Evri

To arrange delivery of customer orders. Information shared may include the recipient's name, delivery address, telephone number and email address where required for delivery services.

Payment service providers

To process payments, refunds and payment-related security checks.

Other service providers

Where reasonably necessary for website hosting, customer support, technical services or business administration.

We may also disclose personal information where required by law, to respond to valid legal requests or to protect our legal rights.

We do not sell customer photographs.

10. Shopify and Website Data Processing

Our online store is hosted by Shopify.

Shopify processes personal information to provide ecommerce services, including website hosting, checkout, payment integrations, order management and security.

Shopify may also process information for its own purposes in accordance with its applicable privacy policies.

For further information, please see the Shopify Consumer Privacy Policy and the Shopify Privacy Portal.

11. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to operate the store, remember customer preferences, maintain shopping baskets, support checkout and understand website activity.

Some cookies are essential for the website to function.

Other cookies, including analytics or advertising cookies, may require consent depending on their purpose and applicable law.

Where required, customers will be offered appropriate cookie choices through our website's consent controls.

You can also manage cookies through your browser settings.

Disabling certain cookies may affect the functionality of the website.

12. Marketing Communications

Where permitted by law, we may send customers information about products, promotions and special offers.

Customers can unsubscribe from marketing emails using the unsubscribe link provided or by contacting us.

Unsubscribing from marketing will not prevent essential order-related communications, such as purchase confirmations or dispatch updates.

We do not use photographs uploaded for personalised orders in advertising without appropriate permission.

13. International Data Transfers

Some of the service providers we use, including Shopify, OpenAI and potentially other technology providers, may process or store personal information outside the United Kingdom.

Where UK data protection law requires safeguards for international transfers, we seek to rely on applicable adequacy arrangements or appropriate transfer mechanisms, such as the UK International Data Transfer Agreement or UK Addendum to approved Standard Contractual Clauses.

The arrangements applicable to individual providers depend on their processing activities and contractual terms.

14. How Long We Keep Your Information

We retain personal information for as long as reasonably necessary for the purposes for which it was collected.

This may include:

• Fulfilling personalised orders.

• Responding to customer enquiries.

• Managing returns and complaints.

• Meeting accounting and tax obligations.

• Resolving disputes.

• Complying with applicable legal requirements.

Photographs and personalisation files are not necessarily subject to the same retention period as financial and order records.

Files uploaded through OPTIS or processed through AI services may also be subject to the relevant providers' storage and deletion arrangements.

Where information is no longer required and no legal obligation prevents deletion, we will take appropriate steps to delete it or anonymise it.

15. Keeping Your Information Secure

We take reasonable steps to protect personal information against unauthorised access, misuse, alteration, loss or disclosure.

Our website uses Shopify's ecommerce infrastructure and supported security features.

Access to customer information and photographs is limited to those who need the information for legitimate business purposes.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

We encourage customers not to send unnecessary sensitive personal information when submitting photographs or contacting us.

16. Your Data Protection Rights

Depending on applicable law and the circumstances, you may have the right to:

• Request access to personal information we hold about you.

• Ask us to correct inaccurate information.

• Request deletion of your personal information.

• Request restrictions on certain processing activities.

• Object to certain uses of your information.

• Request a portable copy of eligible personal information.

• Withdraw consent where consent is the legal basis for processing.

These rights are subject to applicable legal conditions and exceptions.

We may need to verify your identity before responding to a request.

To exercise your rights, email:

bethanyharrison@spotonkeepsakes.co.uk

We will respond within the time limits required by applicable data protection law.

17. Third-Party Websites

Our website may contain links to third-party websites, services or platforms.

These websites operate under their own privacy policies and terms.

We recommend reviewing the privacy information of any third-party service before providing personal information.

18. Privacy Complaints

If you have concerns about how Spot on Keepsakes handles your personal information, please contact us so we can investigate.

You also have the right to complain to the UK Information Commissioner's Office (ICO).

Website: https://ico.org.uk

You do not need to contact us before making a complaint to the ICO.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our business practices, technology providers, legal requirements or services.

When changes are made, we will update the date shown at the beginning of this policy.

Where legally required, we will provide additional notice of significant changes.

20. Contact Information

For questions about this Privacy Policy, your personal information, uploaded photographs or data protection rights, please contact:

Spot on Keepsakes

20 Junction Street
Barnsley
South Yorkshire
S70 1UT
United Kingdom

Email: bethanyharrison@spotonkeepsakes.co.uk

Spot on Keepsakes is responsible for determining the purposes and means of processing personal information for its own business operations, subject to the separate responsibilities of service providers such as Shopify.

Last updated: 23 October 2026