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Digital Legacy

Privacy Policy

Digital Legacy is committed to protecting your privacy. This policy explains what personal information we collect, why we collect it, and how we keep it safe. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

Digital Legacy is the data controller for the personal information described in this policy. If you have any questions about how we handle your data, you can contact us at admin@digital-legacy.me or write to us at our registered business address in Norwich, Norfolk, United Kingdom.

2. Information We Collect

We collect personal information that you provide directly when you place an order, create an account, or contact us. This includes:

  • Your name, email address, phone number, and postal address.
  • Payment information (processed securely via our payment provider; we do not store card details on our servers).
  • Details of your order, including the type and quantity of media sent to us.
  • Any messages, photos, or descriptions you send us as part of a support query.

We also collect limited technical information automatically when you visit our website, including your IP address, browser type, pages viewed, and referring URL. This is collected via cookies and analytics tools to help us understand how our website is used.

3. Lawful Basis for Processing

Under the UK GDPR, we process your personal data on the following lawful bases:

  • Contract: We need your name, address, and order details to fulfil your digitisation order and return your media to you.
  • Legitimate interest: We use analytics data to improve our website and service quality. We may also contact you about your order status or follow up on incomplete orders.
  • Consent: If you opt in to our mailing list, we will send you occasional updates and offers. You can unsubscribe at any time.

4. How We Use Your Information

We use the information we collect to:

  • Process and fulfil your orders, including arranging shipping and delivery.
  • Communicate with you about your order status, any issues with your media, and delivery updates.
  • Provide customer support and respond to your queries.
  • Improve our website and services based on usage patterns.
  • Send you marketing communications (only with your explicit consent).

5. How We Protect Your Media

We understand that the physical media you send us (tapes, films, photographs) is irreplaceable. Your media is stored securely in our climate-controlled facility throughout the transfer process. It is handled only by authorised members of our team and is never outsourced to third parties. Your digitised files are stored on encrypted servers and are deleted from our systems within 90 days of delivery unless you request otherwise.

For more detail on how we handle, inspect, and insure your media throughout the process, see our Happiness Guarantee.

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected. Specifically:

  • Order records: Retained for 6 years to comply with HMRC requirements.
  • Account information: Retained for as long as your account is active. You can request account deletion at any time.
  • Digital media files: Stored for up to 90 days after delivery for quality assurance, then permanently deleted.
  • Marketing preferences: Retained until you unsubscribe or request removal.

7. Cookies

We use cookies to provide essential website functionality (such as maintaining your session and remembering your cart) and to collect anonymous analytics data via tools like Google Analytics. Essential cookies cannot be disabled without breaking core site features. Analytics cookies can be controlled through your browser settings. We do not use cookies for advertising or cross-site tracking.

8. Third-Party Services

We share your personal data with a limited number of trusted third parties, solely to provide our service:

  • Payment processing: Stripe processes card payments on our behalf. They are PCI-DSS compliant and do not share your payment details with us.
  • Shipping: Royal Mail and our courier partners receive your name and address to deliver parcels. They process this data under their own privacy policies.
  • Cloud hosting: Our website and digital file delivery are hosted on secure, UK/EU-based infrastructure.

We do not sell, rent, or trade your personal information to any third party for marketing purposes.

9. Your Rights

Under UK data protection law, you have the following rights:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can ask us to correct any inaccurate information.
  • Right to erasure: You can ask us to delete your personal data (subject to legal retention obligations).
  • Right to restrict processing: You can ask us to limit how we use your data.
  • Right to data portability: You can request your data in a machine-readable format.
  • Right to object: You can object to processing based on legitimate interest.

To exercise any of these rights, please contact us at admin@digital-legacy.me. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will update the date below and, where appropriate, notify you by email.

Last updated: March 3, 2026