Laalie Jewellery / Customer care
Privacy policy
We use your print, photograph or handwriting to make your keepsake. We keep completed orders so a lost or broken piece can be made again, sometimes years later. Laalie Jewellery sometimes uses ChatGPT to prepare an image for engraving.
Who we are
Your data at Laalie
Steven Bowen trading as Laalie Jewellery is the controller of the personal information we use to run our online shop and handle direct customer orders. This means we decide why and how we use your information.
Email shop@laalie.com, call 07305 834681 or use our contact form. You can ask about a file even if someone else placed the order.
Your photographs
Using a piece as an example
Ordering a keepsake gives us the instructions to make it. You choose separately whether we may use a photograph of the finished item in our marketing. Saying no has no effect on your order.
If we would also like to show the original photograph, print, prepared artwork, a name or a family story, we agree that use separately. You can withdraw your permission by contacting us. We will stop future use and remove material we control where applicable. Printed copies already distributed cannot always be recalled.
Making your keepsake
Orders, enquiries and engraving files
When you contact us
We receive the name, contact details, message and any attachment you send. If you ask whether a print will engrave or request a quote, we use these details to take steps towards an order at your request. For other enquiries, our legitimate interest is answering your question and keeping track of our reply.
When you place an order
We use your contact, billing and delivery details, chosen piece, personalisation, payment status and order reference to fulfil our contract with you. This includes preparing the engraving, dispatching the order and handling returns. We need enough information to identify the design and deliver the piece. Stripe handles your card details. Laalie does not see or store your card number or security code.
Your account
If you open a shop account, we use your login and contact details and link your orders to it so you can use the account you requested. You can contact us to correct an account detail or close your account.
The artwork itself
We use the file supplied for your order to prepare artwork for your chosen piece. This may be a fingerprint, handprint, footprint, portrait, pet photograph, handwriting sample or drawing. If a print is supplied through the Laalie scanning app, its reference helps us match it to the right order. We work with the visible detail to make the engraving. We do not use the print to verify anyone’s identity.
Someone else’s details
A buyer may give us a gift recipient’s address, another person’s handwriting or a child’s handprint. For information about a living person who is not our customer, our legitimate interest is making and delivering the keepsake requested. We consider that person’s privacy, particularly where children are involved. Please share only what we need, involve the person or the parent or guardian as appropriate, and let them know about this notice.
Baby scan keepsakes
Please crop out clinic labels, dates of birth, patient numbers and medical notes before uploading a scan. A scan linked to a living person may still reveal health information. If yours does, contact us before sending it so we can arrange any explicit consent needed from the person concerned.
Orders through a partner
A funeral director, print studio or other reseller may send us a print reference, image, engraving instructions or delivery details. Where we make a piece solely on the retailer’s instructions, the retailer decides how the information is used and its own privacy notice also applies. We can help direct a request to the right business. We remain responsible for the records we keep for our own accounts and for managing the trade relationship.
Optional choices
Emails, reviews and cookies
Order emails and newsletters
We send the messages needed to manage your order. If you sign up for news or offers, we use your email address and your recorded choice to send them with your consent. You can unsubscribe at any time using the link in a marketing email or by contacting us.
Customer reviews
If you choose to publish a review, your rating, comments and display name may be visible on the website. Please leave private order details and family information out of your review. We use order information to check purchases and moderate reviews in our legitimate interests of helping people choose and keeping feedback trustworthy. If you opt in to a review invitation, we use your email and order reference to send the invitation you requested.
Your cookie choices
Essential cookies remember your basket, keep your account signed in, help secure checkout and save your cookie preferences. We rely on consent for optional cookies used to measure visits or credit referrals. You can choose Reject All and still place an order. To change or withdraw your choice, open our Cookie Policy, select Manage cookie settings and save your preferences.
Understanding visits
With analytics cookies enabled, Google Analytics uses browser identifiers, pages viewed and information about where a visit came from to help us understand how people find and use our shop.
Microsoft Clarity helps us find pages that are difficult to use. It uses browser and device information, clicks, scrolling and page interactions to produce heatmaps and session replays. A replay reconstructs how someone used a page. Microsoft also acts as a controller for its own use of Clarity data, as explained in the Microsoft Privacy Statement.
Order sources and affiliate referrals
WooCommerce order attribution can record how you reached the shop, such as through a search, campaign or link from another website. With your consent to the relevant cookies, that information can be linked to your order so we can see which routes lead to a purchase.
If you follow a Laalie affiliate’s link and allow referral tracking, Ultimate Affiliate Pro can use a partner identifier, visit identifier, referring website and visit time to credit a later purchase. We use the order reference and commission details to check and pay the partner. Our legitimate interest is keeping accurate commission records and resolving payment queries.
Behind the order
Who sees your information
Running the shop
Our website host stores the shop's order records. Hostinger handles our business email, including order messages and files attached to them. Stripe processes payments. We receive the payment status and transaction reference. Stripe explains how it uses information for fraud prevention and its own legal duties in its Privacy Policy. Royal Mail receives the delivery details it needs to get your parcel to you.
Editing selected images
Laalie Jewellery sometimes uses OpenAI's ChatGPT to prepare an image for engraving, for example to make a subject clearer at pendant size. OpenAI receives the selected image and our editing instructions. Only the owner of Laalie Jewellery can sign in to the personal account used for this work.
The account’s Improve the model for everyone setting is off. This opts new conversations out of model training. We use standard chats, which stay in the account history until deleted. Files saved separately can remain after a chat is deleted. You can read OpenAI's UK privacy policy and its explanation of model improvement settings.
Laalie's legitimate interest in using editing tools is preparing a clear engraving from the image supplied. If you would prefer your image to be prepared without ChatGPT, please contact us before sending it to discuss the options for your piece. Permission to share a photograph of the finished jewellery is a separate choice.
Backing up orders
We back up our order archive to Livedrive so we can recover it if a workshop copy is lost or damaged. Backups can include personalisation files as well as the details linking them to the right order.
Keeping forms secure
We use CleanTalk and Cloudflare Turnstile in our legitimate interest of protecting the shop and its enquiry forms from spam and automated submissions. CleanTalk can check an IP address, email address and submitted text for signs of spam. Turnstile checks technical signals such as an IP address and browser information to distinguish people from bots. Cloudflare also uses these signals to improve its detection service. Read the CleanTalk Privacy Policy and the Cloudflare Turnstile Privacy Notice.
Accounts and security
We keep sales and payment records to meet our tax obligations and may share relevant records with our accountant or HM Revenue and Customs. Our legitimate interests in securing the shop and resolving disputes may require us to use account activity, IP addresses, security logs and correspondence. We may disclose information to advisers or authorities where necessary for a legal claim or to comply with the law.
International transfers
Some providers process information outside the UK. Livedrive’s provider describes its backup file storage as UK based. Hostinger says its Hostinger Mail service stores mailboxes in France and Germany. Website hosting is separate. Stripe identifies the United States and India among its processing locations. OpenAI’s processing can include the United States. Google and Microsoft may process analytics information in the United States and other countries. CleanTalk and Cloudflare may also process security information outside the UK, including in the United States.
For overseas processing, the protection depends on the destination and recipient. UK adequacy regulations recognise certain destinations, including the European Economic Area. For other transfers, the providers describe safeguards such as standard contractual clauses with the UK Addendum. Eligible US transfers may also use the UK Extension to the Data Privacy Framework. You can ask us which safeguard applies and how to obtain a copy.
Read the transfer information from Hostinger, Stripe, OpenAI, Google, Microsoft, CleanTalk and Cloudflare.
Files and records
How long we keep information
Remaking a lost or broken piece
Customers sometimes come back years later because a keepsake has been lost or broken and the original print is difficult to replace. For that reason we currently keep original completed orders and the files held with them without a fixed deletion date. Our legitimate interest in keeping this archive is being able to find the original order and remake the piece if asked.
You can object to this use or ask us to delete a particular print, photograph or piece of artwork. Please tell us which order or file you mean. We will explain what we can remove, what records we still need and how backup copies are dealt with. If the necessary artwork has been deleted, we may need a new copy to make another piece.
Orders and enquiries
We keep correspondence while dealing with an enquiry, order, return or complaint. When deciding what needs to be retained afterwards, we consider any unresolved issue or legal claim. Under the rules for sole traders, we normally have to keep the relevant business records for at least five years after the 31 January Self Assessment submission deadline for the tax year concerned. This requirement relates to financial records and does not itself justify keeping the engraving files.
Analytics and referral records
Our Cookie Policy gives the usual lifetime of cookies on your device. Records created from a visit can last longer. Google’s standard Analytics settings allow two or 14 months for most detailed event data. These settings do not apply to aggregated reports. Google explains its retention settings here.
Clarity normally keeps session replays for 30 days. Some recordings and heatmap data can be kept for up to nine months. We keep order source and commission records for as long as needed to check a referral, settle a payment or dispute, and meet any applicable accounting obligations.
Choices you make
We keep evidence of a permission while we rely on it and for as long as needed to demonstrate how it was used. If you withdraw permission or unsubscribe, we keep a minimal record where needed to respect your choice. We retain published reviews while they remain relevant to the product or shopping experience. You can ask us to review or remove yours. Closing an account does not remove records we must keep by law.
Help with your information
Your rights and how to use them
You can ask for access to your personal information or for inaccurate details to be corrected. Depending on the circumstances, you can also ask us to erase information, restrict its use or provide a portable copy of information you supplied. You may withdraw consent at any time. This does not change the lawfulness of earlier use.
You can object to direct marketing at any time and we will stop using your information for that purpose. You can also object, for reasons connected with your situation, where we rely on legitimate interests.
Email shop@laalie.com, call 07305 834681 or send us a message. Tell us what you would like us to do. We may ask for enough information to find the record and check your identity before releasing personal material. We normally respond to rights requests within one month. If a lawful extension is needed, we will tell you within that first month and explain why.
If you have a complaint
You can raise a privacy complaint with Laalie Jewellery using the same contact details. We will acknowledge it within 30 days, investigate and tell you the outcome without undue delay. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.
