Privacy policy

Last updated: 9 October 2026

This Privacy Policy explains how Keepsake Club collects, uses and protects your personal information, including the photos you send us, when you visit our website, place an order or contact us. Keepsake Club is run by Aleena Abrahamian, a sole trader trading as Keepsake Club ("we", "us", "our"). For data protection law, including the UK GDPR, we are the controller of your personal information.

Contact: leenibeans@gmail.com 

The information we collect

• Contact and delivery details: your name, email address, phone number, billing address and delivery address.
• Order details: what you buy, the style you choose, gift notes, and any names (such as your pet's name) you ask us to add.
• Your photos: the photos you upload or send us to create your portrait, and the finished artwork we make from them. Photos may show people (including children), pets, homes or places.
• Payment information: payments are processed securely by Shopify and its payment partners. We don't see or store your full card details.
• Messages: anything you tell us by email or through our website, including preview feedback and tweak requests.
• Account and marketing preferences: if you create an account or sign up to our emails.
• Device and usage information: such as your IP address, browser, and how you use our website, collected through cookies and similar technologies.

How we use your information, and why

• To make and deliver your order (because we need to, to carry out our contract with you): creating your portrait from your photo, sending your preview, making your free tweak, printing, shipping and sending your digital file.
• To look after you (contract and legitimate interests): answering questions, handling problems, reprints and refunds.
• To send you marketing emails (your consent): offers, new styles and reminders, only if you sign up. You can unsubscribe at any time using the link in every email.
• To run and improve our shop (legitimate interests): keeping our website secure, preventing fraud, and understanding what's working.
• To meet legal obligations (legal obligation): for example keeping tax and accounting records.

Your photos: our promises

• We use your photos only to create, check, print and deliver your order and to help you with it.
• We will never post your photos or finished portrait on our website, social media or ads unless you clearly say yes. You can change your mind at any time.
• We don't sell your photos, and we don't let our suppliers use them for their own purposes, as far as their terms allow us to control this.
• Please only send photos you have the right to share. If a photo shows other people, make sure they're happy for you to send it (and for children, that you're their parent or guardian or have their parent's or guardian's permission).

Who we share your information with

We only share what each provider needs to do their job:

• Shopify, which hosts our shop, takes payments and stores order information.
• Our print partner, which prints and ships your order. It receives your artwork file, name and delivery address.
• Digital image-creation and editing tool providers, which we use to create your portrait from your photo.
• Photo-upload and personalisation app providers, which let you attach your photo to your order.
• Email and customer service providers, which we use to send previews, order updates and (if you've signed up) marketing emails.
• Delivery companies, which deliver your parcel.
• Professional advisers and authorities, where the law requires it or to protect our rights.

Some of these providers are based outside the UK, for example in the EU or the US. When your information is transferred outside the UK, we rely on a legal safeguard, such as an adequacy decision or the standard contractual clauses approved by the UK government.

Relationship with Shopify

Our shop is hosted by Shopify, which collects and processes personal information about your access to and use of our shop in order to provide and improve its services. Shopify may also use information about your interactions with our shop and other merchants to provide certain features, and in those cases Shopify is responsible for that processing. To learn more, see the Shopify Consumer Privacy Policy. You can exercise some rights about this processing through the Shopify Privacy Portal.

Cookies

Our website uses cookies and similar technologies to make the shop work (for example, remembering your basket), and, where you allow it, to understand how the site is used and to show you relevant ads. You can manage your choices through the cookie banner on our website and in your browser settings.

How long we keep your information

• Photos and artwork files: kept for up to 6 months after your order is delivered, so we can help with reprints or problems, then deleted. Ask us any time and we'll delete them sooner.
• Order and payment records: kept for 6 years, as UK tax law requires.
• Marketing details: kept until you unsubscribe.
• Messages: kept for up to 2 years after we last hear from you.

Keeping your information safe

We use trusted providers and sensible security measures to protect your information. No website or email system is ever 100% secure, so please don't send us anything sensitive that we don't need.

Children

Our shop is for adults. We don't knowingly collect personal information from children, except where an adult sends us a photo of a child to create a portrait. In that case we treat it with extra care and use it only to make the order.

Your rights

Under UK and EU data protection law, you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that's wrong;
• ask us to delete your information (including your photos);
• object to, or ask us to restrict, how we use your information;
• ask for your information in a portable format; and
• withdraw your consent at any time (for example, to marketing emails or to a portrait being featured).

To use any of these rights, email leenibeans@gmail.com. We'll reply within one month. We may need to confirm your identity first. Depending on where you live, you may have other rights too, and we'll respect them.

Complaints

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk, or, if you live in the EU, your local data protection authority (list of EU authorities).

Changes to this policy

We may update this policy from time to time. We'll post the new version here and change the "Last updated" date. If the changes are significant, we'll let you know.