This notice explains what personal information we collect when you use keptbyyou.co.uk, why we collect it, who we share it with and what your rights are. We have kept it short and plain. If you have a question it does not answer, email us.
1. Who is responsible for your information
Kept by You is the trading name of Khurram Yaseen, a sole trader, of 39 Heather Road, Birmingham, B10 9TE, United Kingdom. We are the "controller" of your personal information under UK data protection law (the UK GDPR and the Data Protection Act 2018). You can contact us about anything in this notice at hello@keptbyyou.co.uk or on 07849 495050.
2. What we collect
When you place an order - Your name, delivery address, billing address, email address and phone number. - The personalisation you enter: names, dates, places, messages and any other text. - Any photo or image you upload, and the faces, pets and places shown in it. - What you bought, when, and how much you paid. We do not see or store your full card number; Shopify Payments handles that.
When you contact us - Your name, email address and whatever you tell us in your message, including photos of damaged items.
When you sign up to our emails - Your email address and, if you give it, your first name.
When you browse the site - Technical information such as your IP address, browser, device and the pages you visit, collected through cookies. See section 9.
We do not knowingly collect information from anyone under 18. If you upload a photo of a child, you confirm that you are their parent or guardian or have that person's permission.
3. Why we use it and our legal basis
| What we do | Why we are allowed to |
|---|---|
| Make your keepsake, take payment and deliver it | To perform our contract with you |
| Email you your order confirmation, dispatch and tracking updates | To perform our contract with you |
| Answer your questions and handle problems with an order | To perform our contract with you, and our legitimate interest in running the shop well |
| Keep records of orders and payments | Our legal obligation to keep tax and accounting records |
| Send you marketing emails | Your consent, which you can withdraw at any time using the unsubscribe link in every email |
| Prevent fraud and keep the site secure | Our legitimate interest in protecting the business and our customers |
| Understand how the site is used so we can improve it | Your consent to analytics cookies, or our legitimate interest where cookies are essential |
We do not sell your information to anyone.
4. Who we share it with
We share your information only with the companies we need to make and deliver your order and run the shop:
- Shopify (Shopify International Ltd and its group) hosts our store, processes your order and, through Shopify Payments, your payment. Shopify also provides our email tool (Shopify Email).
- PayPal or Klarna, only if you choose to pay with one of them at checkout. That company receives the details it needs to take your payment, such as your name, email address, billing and delivery address and the order amount, and handles them under its own privacy notice.
- Our print partner, the print-on-demand company that passes each order to a UK print provider, and the UK print providers it works with. To print your keepsake, our print partner receives your name, delivery address, the item ordered, your personalisation text and any photo you uploaded, and passes them to the UK print provider that makes and packs your item. Print providers receive only what they need to print and post your order.
- Royal Mail and courier companies, who receive your name, address, phone number and email so they can deliver your parcel and send you tracking updates.
- Our accountant and HMRC, who may see order and payment records as part of our tax and accounting obligations.
Each of these companies is responsible for looking after your information under its own privacy policy and under our agreements with them.
5. Where your information is stored
Shopify and our print partner are international companies and may store or process information outside the United Kingdom, including in the European Economic Area and the United States. Where that happens, they do so under safeguards recognised by UK data protection law, such as the UK International Data Transfer Agreement or an adequacy decision. Your keepsake itself is printed in the UK.
6. How long we keep it
| Information | How long |
|---|---|
| Uploaded photos and images | The photo you upload is held by Shopify with your order record, for as long as that record is kept. Our working copy is deleted 30 days after we download it. Print files, which contain your photo, are deleted 90 days after they are made, so we can reprint if something arrives damaged; the copy we pass to the printer through Shopify is deleted once the printer has it. Our print partner and the print provider keep their own copies under their own retention rules. |
| Personalisation text | Kept with your order record so we can reprint or answer questions. |
| Order, payment and contact records | For as long as HMRC requires business records to be kept, counted from the end of the tax year of the order. |
| Support emails and messages | 2 years after the last message. |
| Marketing email list | Until you unsubscribe or ask us to remove you, or after 2 years with no opens or clicks. |
| Website analytics | According to the cookie lifetimes in section 9. |
7. Your rights
Under UK data protection law you can ask us to:
- tell you what information we hold about you and give you a copy;
- correct information that is wrong;
- delete your information (we may need to keep order records for tax purposes, and will tell you if so);
- stop using your information for a particular purpose, including marketing;
- give you your information in a format you can take elsewhere; and
- stop any processing based on our legitimate interests, if you have grounds to object.
You can also withdraw consent at any time where consent is our legal basis. Withdrawing it does not affect anything we did before.
To use any of these rights, email hello@keptbyyou.co.uk. We will respond within one month. There is no charge. We may ask you to confirm your identity first.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk. We would be grateful for the chance to sort it out first.
8. Keeping your information safe
Our store runs on Shopify, which encrypts data in transit and at rest and is certified for handling card payments. We use strong passwords and two-factor authentication on every account that holds customer data. Only Khurram Yaseen has access to your order information.
9. Cookies
Cookies are small files placed on your device by a website. We use:
- Essential cookies, which make the shop work: keeping items in your basket, remembering you at checkout and protecting against fraud. These cannot be switched off.
- Analytics cookies, which tell us how people use the site so we can improve it. These are set only if you agree.
- Marketing cookies, which allow advertising platforms such as Google, Meta and Pinterest to measure whether their adverts led to an order, and to show you our adverts elsewhere. These are set only if you agree.
The shop also keeps a list of the last four products you viewed in your browser's storage on your device, so it can show them to you again. It holds product numbers only, and you can clear it by clearing this site's data in your browser.
You can change your cookie choices at any time using the "Cookie preferences" link at the foot of every page, or through your browser settings. Blocking essential cookies will stop the checkout working.
10. Changes to this notice
We will update this notice when our practices or the law change. The date of the current version is 30 September 2026. If a change is significant, we will tell you by email or by a notice on the site.
Questions? Email us at hello@keptbyyou.co.uk and we will reply within one working day.
Kept by You is the trading name of Khurram Yaseen, sole trader, 39 Heather Road, Birmingham, B10 9TE, United Kingdom, hello@keptbyyou.co.uk, 07849 495050.