Privacy Policy

Effective Date: August 2026

1. Data Controller Information

Warren John Gale trading as MyMasterpiece is the Data Controller responsible for your personal data.

Contact Email: admin@mymasterpiece.co.uk

Address: 12A Charleville Mansions, Charleville Road, London, W14 9JB, United Kingdom

2. Data We Collect & How We Collect It

When you interact with our WhatsApp chatbot and place an order, we collect:

Uploaded Images: Digital photographs you send for frame preview mockups and physical printing.

Contact Details: Your WhatsApp phone number, display name, email address, recipient name, and physical UK delivery address.

Transaction Records: Order details, timestamps, and Stripe payment references (we do not process or store raw credit card details).

3. Legal Bases for Processing

We process your personal data under the following legal frameworks under the UK GDPR:

Contractual Necessity (Article 6(1)(b)): To process your image, generate digital frame mockups, take payment, print your physical product, and deliver your order.

Legitimate Interests (Article 6(1)(f)): To run automated temporary processing scripts, enforce transformation security, prevent fraud, and maintain conversational continuity.

Consent (Article 6(1)(a)): Where you explicitly opt in to receive marketing communications via WhatsApp or email.

4. Third-Party Data Processors & Fulfillment

To provide our service, your personal data transits securely through specialised infrastructure providers acting as Data Processors:

Meta (WhatsApp Business API): Messaging interface.

Botpress: Conversational logic gateway.

Cloudinary: Media management infrastructure used for automated image transformations and preview generation.

Stripe: Secure payment processing.

Google Workspace: Internal order logging and fulfillment automation.

Third-Party Print Providers: To fulfill your order, your digital image file and print specifications are transmitted to selected UK-based professional printing and framing companies. These partners process your data strictly on our documented instructions solely to print your digital image.

5. Technical Security & Data Retention

Secure Storage: Your images are processed in isolated, unindexed cloud environments. We enforce strict account-level controls to prevent unauthorized access, web crawling, or tampering.

Automated Data Minimization: In accordance with UK GDPR principles, all temporary image uploads and preview files are automatically and permanently erased from our primary servers within 48 hours of order fulfillment or session termination.

Fulfillment Retention: Files transmitted to external print partners are stored temporarily solely to fulfill your order, perform quality checks, and handle re-print requests, after which they are removed from active print queues.

6. Marketing Preferences & Opt-Out

If you explicitly consent to marketing communications, we may send you occasional updates, seasonal offers, and framing ideas via WhatsApp or email. You can withdraw your marketing consent at any time by:

Clicking the "Unsubscribe" link in any marketing email.

Emailing admin@mymasterpiece.co.uk.

7. Cookies & Tracking

Our website (`mymasterpiece.co.uk`) uses third-party tracking technologies and cookies to provide and continually improve our services, analyze site usage, and display relevant communications tailored to user interests.

Consent Management: Tracking technologies are activated based on your preference. You can manage, change, or revoke your consent at any time with effect for the future via the cookie preferences banner on our website.

Managing Cookies via Browser: You can also set your web browser to refuse all or some cookies, or to alert you when cookies are being set. Disabling cookies may affect your browsing experience on our site.

8. Your Legal Rights

Under the UK GDPR, you have the Right of Access, Rectification, Erasure ("Right to be Forgotten"), and Restriction of processing regarding your personal data.

To exercise any of these rights, contact admin@mymasterpiece.co.uk.

Note on Financial Records: While image files are erased automatically, basic transaction records (e.g., invoice details and payment references) are retained in accordance with UK tax laws (HMRC).

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.