Privacy Notice: Photo Uploads for Custom Products

Last Updated: [ September 27, 2025]

When you use our custom product service and upload photos to ireneadorn.com, you are entrusting us with more than just image files—you are sharing personal memories. We understand the weight of this trust and are committed to handling your photos responsibly and transparently.

This notice explains how we collect, use, store, and protect the photos you upload for creating custom products.

1. Why We Need to Process Your Photos (Legal Basis)

The core legal basis for processing your photos is "Contract Performance." To fulfill the custom product order you have purchased, we must process your photos as necessary. This includes:

  • Image Review: Checking photos for clarity, print suitability, and appropriate content.
  • Technical Processing: Adjusting size, layout, color correction, etc., to fit your chosen product.
  • Production: Transferring photo data to our production equipment or trusted manufacturing partners to create the physical product.

2. How We Handle Your Photos: Upload, Use, and Storage

  • Upload: Photos are transferred to our servers securely via encryption (HTTPS).
  • Review & Processing: Our team or automated systems will access your photos only for the purposes essential to fulfilling your order, as described above.
  • Sharing for Production: To create your physical product, we may need to share your photo data with our trusted production partners. These partners are bound by strict contractual agreements that prohibit using your photos for any other purpose and require them to delete the data after order completion.
  • Data Retention:
    • Active Period: Your photos are stored in our systems during order processing and production.
    • Archive Period: After order completion, we retain your photos for a period of [e.g., 60-90 days] to facilitate potential order reviews, re-orders, or customer service requests. Following this period, photos are deleted from our primary active servers.
    • Backups: As part of our disaster recovery procedures, your photos may reside in securely encrypted backup files. These backups are automatically rotated and deleted after [e.g., 6 months].

3. Your Control Over Your Photos

  • Access & Correction: You can view the photos you uploaded for your order at any time by logging into your account.
  • Early Deletion Request: You may contact our customer service to request the early deletion of your photos before the standard archive period ends. Please note: Once deleted, you will no longer be able to access the photos via your account, and you would need to re-upload them for any future reorders.
  • Withdrawing Consent (Before Fulfillment): If you change your mind before your order enters the production phase, you can contact us to withdraw consent and cancel the order. We will immediately delete your uploaded photos.

4. Our Key Security Commitments

  • We will NEVER:
    • Use your photos for marketing, advertising, or on social media unless we have obtained your explicit, separate permission.
    • Sell your photos to any third party.
    • Display your photos in public areas of our website (e.g., a public gallery) without your additional consent.
  • We ARE COMMITTED TO:
    • Implementing industry-standard security measures (such as encryption and access controls) to protect your photos from unauthorized access.
    • Restricting access to your photos only to necessary personnel (e.g., customer service and production technicians) for the sole purpose of fulfilling your order.

5. Important Reminders & Your Responsibilities

  • Photo Content: You must ensure that the photos you upload do not infringe upon any third-party copyrights, portrait rights, or privacy rights. You are solely responsible for the legality of the content you submit.
  • Sensitive Information: Please check your photos for any metadata (e.g., GPS location, date/time) or sensitive information in the background (e.g., documents, license plates, street addresses) that you do not wish to share. We recommend removing metadata from photos before uploading.

6. Contact Us

If you have any questions about your photo privacy or wish to exercise your rights, please contact our Data Protection Officer: IreneAdorn@outlook.com