PrintURMoment Privacy Policy

Effective from 3 October 2026. Last updated 18 October 2026.

1 Who we are and what this notice covers

1.1 Controller and contact details

PrintURMoment is the trading name of PrintURMoment Ltd. Our business and correspondence address is 23 Ainger Road, Harwich, Dovercourt. All postal correspondence should be sent to this address. PrintURMoment Ltd is responsible as controller for the personal information described in this notice. Contact us at info.printurmoment@gmail.com for privacy questions or requests. Our website is www.printurmoment.com.

1.2 Scope

This notice explains how we handle information about website visitors, university and student union partnership contacts, customers, gift recipients and people whose information appears in submitted stories or photographs. It covers our order form, university partnership enquiry form, customer communications, design and printing process, delivery and optional marketing. It is a notice about our practices, rather than a request for blanket consent. Buying a product does not require you to agree to optional advertising, public sharing or AI model training.

2 Information we collect and where it comes from

2.1 Orders and communications

We collect names, email addresses, delivery and billing addresses, selected products, order references, payment status, customer enquiries, proof approvals, correction requests and complaints. Payment providers handle card details; we receive the transaction information needed to administer your order, rather than your full card number or security code.

2.2 Stories and photographs

We receive information you choose to submit, such as university, course, graduation year, grade, achievements, memories, quotations, future plans and photographs. These may include information about friends or a gift recipient. Only provide information needed for the newspaper. Do not provide identity documents, full dates of birth, account passwords, financial information or unnecessary private details. Photographs are used for design and printing, not facial recognition or identifying people through biometric analysis.

2.3 Sensitive information and other people

Please do not submit health information, racial or ethnic origin, religious beliefs, political opinions, sexual orientation, criminal allegations or convictions. If sensitive information is genuinely necessary to a requested story, contact us first so we can assess the applicable legal conditions and obtain any required explicit consent. We may ask you to remove it. Permission from a purchaser does not replace an appropriate lawful basis for processing another person's information.

For a gift or group photograph, make sure the people concerned would reasonably expect this use and share this notice where practicable. We use recipient contact information for fulfilment, not to enrol them in marketing. Where we obtain information indirectly, we provide required privacy information within the applicable legal timeframe, ordinarily within one month or at the first communication or disclosure if earlier, unless a lawful exception applies. Contact us if information about you has been submitted without your knowledge.

2.4 Technical information

Our website and providers may receive IP addresses, device and browser information, timestamps, security logs and information about pages visited. Optional analytics or advertising technologies are addressed in section 8. We receive information directly from you, from the purchaser where you are a recipient, and from our order, payment and delivery providers.

2.5 University partnership enquiries

When a university or student union contact submits our partnership enquiry form, we collect their name, work email, university or organisation, role or department, partnership interest, graduation dates and any expected turnout, audience category, venue and message provided. We also record a submission reference, timestamps, enquiry status and the version of the privacy notice acknowledged. Details are saved when the form is submitted; unfinished answers in this form are not saved to our enquiry database. Please provide approximate audience numbers rather than lists of graduates or guests, and do not include sensitive information. Technical information and temporary hashed anti-abuse identifiers may be used to limit spam.

3 Purposes and lawful bases

3.1 Creating and fulfilling an order

We use the purchaser's necessary information to take payment, communicate, draft and design the newspaper, send a proof, print, deliver and provide aftercare. Our lawful basis is performance of our contract, or taking requested steps before that contract. Where another person's ordinary personal information is needed to create or deliver a requested gift, we rely on legitimate interests in fulfilling the gift and consider their reasonable expectations, privacy and potential harm. We minimise what we use and do not treat the purchaser's contract as a contract with everyone pictured or named.

3.2 Administration and protection

We use information to meet tax, accounting and other legal duties on the basis of legal obligation. We rely on legitimate interests, after balancing them against individual rights, for proportionate fraud prevention, security, managing enquiries and establishing or defending legal claims. We use only the information reasonably necessary for those purposes.

3.3 Optional activities

We rely on separate consent for marketing emails and any separately offered SMS marketing; for publishing identifiable customer content; and for any specifically described future use of personal information in AI training. These permissions are independent of purchasing. Anonymous design examples that cannot reasonably identify anyone fall outside personal data law, but we still respect copyright and confidentiality.

3.4 University partnership enquiries

We use these details to assess the proposed opportunity, respond to the contact, arrange an agreed graduation-day visit or collaboration and manage related follow-up. Our lawful basis for ordinary business contact information is legitimate interests in responding to requested partnership enquiries and coordinating university collaborations, balanced against the contact's reasonable expectations and privacy rights. The form acknowledgement records that the notice was presented; it is not consent to marketing. Submitting an enquiry does not enrol the contact in our newsletter or confirm a booking. You can object to this processing by contacting info.printurmoment@gmail.com.

4 AI assistance and improvement

4.1 Creating your newspaper

We use OpenAI services, including ChatGPT, to help turn submitted memories and achievements into draft newspaper copy. Relevant story text may be sent to OpenAI for this purpose. We minimise identifying details, replace names with placeholders where practicable and do not send payment details or delivery addresses to the drafting tool. Photographs are not sent to AI tools for image processing under this policy. A person reviews the draft and you receive a proof before printing. We do not make solely automated decisions about you that have legal or similarly significant effects.

4.2 Provider settings and access

Before processing customer data, we select an appropriate service, review its contractual protections and configure available controls to prevent customer inputs and outputs being used for general model training. We do not intentionally opt customer data into provider training or submit it through feedback channels that enable such training. Provider retention and authorised access for service operation, security or legal compliance can still apply. AI processing is not a guarantee that only software can access the information. Contact us for information about the OpenAI service and retention arrangements used for your order.

4.3 Improving our process

We may improve layouts and drafting instructions using our own templates, fictional examples and genuinely anonymised examples. Removing a name alone is not necessarily anonymisation. Personal customer stories, photographs and identifiable headlines are not used to train or fine-tune AI models merely because an order was placed. We currently do not offer personal-data model training under this notice. Before introducing it, we will identify the provider, information, purpose, retention, withdrawal limitations and legal safeguards, assess the risks, and obtain a separate specific permission where required. Refusing will not affect an order.

5 Providers and disclosures

5.1 Necessary providers

We share the minimum necessary information with providers supporting our business. These include Tally for collecting order responses, Stripe for payments, OpenAI for assisted drafting, Canva for design, our email provider, Cloudflare for website hosting and storage of university partnership enquiries in our D1 database, printers and delivery companies. Some act as processors under our instructions; others, including some payment and delivery providers, act as independent controllers for their own legal purposes. Their own notices explain those purposes. Contact us for details of the printer, carrier, hosting and email services used for your order.

5.2 Other disclosures

We may disclose information where legally required, to professional advisers under appropriate confidentiality, or where reasonably necessary to establish or defend legal claims. If the business transfers ownership, any transfer of information must have a lawful basis, appropriate safeguards and the required notice. We do not sell customer mailing lists or share contact details with third parties for their independent marketing.

6 Overseas processing

Some providers may process information outside the UK. Before a restricted transfer, we identify the relevant countries and ensure an appropriate legal mechanism is available, such as UK adequacy regulations, a valid UK US Data Bridge arrangement where applicable, or an International Data Transfer Agreement or UK Addendum with any required assessment and supplementary safeguards. Buying does not waive these requirements. Ask us for information about the transfer arrangements and safeguards that apply, or a copy of the safeguards, subject to necessary redactions.

7 Security and retention

7.1 Security

We use proportionate technical and organisational measures, including access limited to people who need it, strong account protection, secure transfer methods where available and controlled sharing with providers. No system can guarantee absolute security. We assess suspected incidents and notify the regulator and affected people where the law requires it.

7.2 Retention schedule

We retain raw questionnaire responses, uploaded photographs, AI drafting conversations, proofs and production files for up to 90 days after delivery, to deal with corrections and aftercare, then delete or anonymise them unless needed for an active dispute or legal obligation. For an abandoned unpaid form, we delete identifiable submissions within 30 days of the last interaction. We retain necessary order, payment, approval and complaints records for up to six years after the order or dispute closes, or longer where tax law or a legal hold requires it; we minimise the story content kept in those records.

Optional public marketing content is reviewed at least annually and retained only while the recorded permission remains valid and the content is needed. Marketing contact records are reviewed after 24 months without engagement. We keep a minimal suppression record so that an unsubscribe is respected, and limited consent evidence where needed to demonstrate compliance. Routine security logs are kept for up to 90 days unless needed to investigate an incident. Provider backups may be deleted on their documented cycle; data awaiting deletion remains protected and is not reused for marketing. Contact us for information about provider retention periods.

7.3 University enquiry storage and retention

University partnership enquiries are stored using Cloudflare website hosting and D1 database services, and are available only to authorised PrintURMoment personnel through a private dashboard. We may export the records for internal administration; exports must be protected and are subject to the same retention rules. We retain information while the enquiry is being handled or an agreed collaboration is active. When an enquiry or collaboration closes, we review the record and delete or anonymise information no longer needed for related follow-up, event administration or resolving outstanding matters. Where a legal obligation, dispute or claim requires longer retention, we keep only the necessary information for that purpose. Deletion is managed through our enquiry administration process, rather than an automatic expiry on submission. See sections 6 and 9 for overseas processing safeguards and your rights.

8 Marketing and cookies

8.1 Messages and withdrawal

We send promotional emails only if you separately opt in. SMS marketing, if offered, requires its own channel-specific opt-in. Transactional messages about payment, proof approval, delivery and complaints are necessary service communications. You can unsubscribe from promotions at any time using the message's unsubscribe option or by emailing us. You have an absolute right to object to processing for direct marketing, including related profiling. We stop that processing when you object. We do not enrol a gift recipient using the purchaser's permission.

8.2 Public examples and advertising audiences

Identifiable newspapers, photographs, quotations, names or university stories are published only with a separate, recorded permission identifying the approved material and channels. We do not upload customer lists to advertising platforms to build matched or similar audiences under this notice. If we introduce that activity, we will explain it and establish the required lawful basis and permissions first.

8.3 Cookies and embedded services

Necessary technologies may support security and the order process. Optional analytics, advertising pixels and non-essential embedded content are not activated without consent where required. Rejecting optional technologies does not prevent an order. Our cookie information identifies any optional technology, its provider, purpose and duration, and how to change your choices. Tally and embedded third-party pages may operate their own technologies, explained in their notices.

8.4 Optional website and campaign analytics

If you select Website analytics in Privacy choices, we use first-party measurement to understand pages and sections viewed, visible time, recent activity outside embedded forms, clicks to the story form, broad device category and form pages or submissions reported by the embedded Tally form. Recent activity records that an interaction occurred, not the key pressed or text entered. Tally iframe activity cannot be observed at individual question level. We record the referring website hostname and permitted campaign tags from links (source, medium, campaign and creative), rather than the full referring address, full query string or advertising click identifiers. We assign random browser and session identifiers; they do not establish your real identity and do not link different devices.

Our lawful basis for this optional measurement is your consent. Declining does not prevent browsing or ordering. You can change your choice using Privacy choices on public website pages. The preference cookie pum_analytics_choice lasts for 180 days. If allowed, the HttpOnly pum_visitor cookie lasts for 90 days, and the HttpOnly pum_traffic cookie lasts for up to 24 hours; a reporting session ends after 30 minutes without observed activity. Hashes of the random identifiers are used in our database. Temporary hashed network identifiers help limit abuse. We do not use this feature for session replay, fingerprinting, capturing form answers, photos, keystrokes or payment card details, or sending these private dashboard records to Meta Ads Manager. Optional Meta advertising measurement is separate and described in section 8.5.

Analytics records are held in our Cloudflare D1 database with access restricted to authorised PrintURMoment personnel. They are eligible for deletion after 90 days, with expired records removed during analytics collection and private report requests. If you decline after allowing analytics, collection stops and we request deletion of the analytics records still associated with this browser identifier. If you have already cleared or lost those identifiers, we may be unable to locate earlier pseudonymous records; they remain subject to the retention rules. Exports are for internal analysis and must be protected and deleted when no longer needed. Browser blocking, a withdrawn choice, new devices or leaving the embedded form can make reports incomplete. Form progression and browser-reported submission do not independently verify successful Stripe payment.

8.5 Optional Meta advertising measurement

If you separately allow Meta advertising in Privacy choices, we load Meta Pixel 1123385450622619 to measure our ads. It sends PageView when a public page is viewed, ViewContent when product details become visible, and InitiateCheckout when the story checkout page is visited. Visiting checkout is not a completed payment. We do not send Purchase events through this installation until a reliable payment confirmation integration is in place. Our implementation does not send names, email addresses, questionnaire answers, photographs or card details as event parameters or advanced matching data.

Meta may receive the page address, referring address, browser and device information, network identifiers such as IP address and advertising identifiers, and may associate the activity with your Facebook or Instagram account under its own privacy arrangements. Meta uses this information for advertising measurement, attribution and related advertising purposes. Its pixel may set first-party _fbp and _fbc cookies, typically lasting up to 90 days. Meta may also use cookies on its own domains subject to your browser and Meta settings. Our pum_marketing_choice preference cookie records your separate choice for 180 days. The lawful basis for loading this optional advertising technology and sharing these events is your consent.

Meta advertising is off until you allow it. Website analytics permission alone does not enable it, and you can allow either category independently. You can withdraw permission through Privacy choices; we revoke further pixel measurement and clear accessible _fbp and _fbc cookies on our website. This does not retrieve events already sent or delete cookies on Meta-owned domains. You can manage Meta account data and advertising preferences through Meta; its Privacy Policy is available at https://www.facebook.com/privacy/policy/. Meta may process information outside the UK; see section 6 for applicable transfer safeguards and section 9 for your rights. Declining either category does not prevent browsing or ordering.

8.6 Aggregate website improvement statistics

Separately from detailed analytics and Meta advertising, we collect aggregate statistics solely to improve our website. For visits identified by our hosting provider as coming from the UK, we rely on the statistical purposes exception under PECR and offer an easy, free means to object. For other or unknown locations this feature is off until you expressly allow Aggregate website statistics. The hosting provider supplies a country indication for this decision; we do not store it in the statistics database. Where the technical receipt of a request involves personal data, our UK GDPR basis for UK website improvement statistics is our legitimate interest in understanding and improving the website, with data minimisation and an easy objection; for other locations we rely on your permission.

The statistics collector receives only an approved public page path, event category, approved section or form-page label and limited visible time. It immediately increments daily counters in our Cloudflare D1 database. It does not keep raw event records, visitor or session identifiers, full URLs, referrers, advertising tags, IP addresses, browser fingerprints, answers, typed text, photographs or card details in that database. Standard network processing is still needed to deliver requests. We do not link these counters to orders, advertising, detailed visitor histories or Meta. They are available only in our private dashboard for website improvement, and are eligible for removal after 90 days during collection and reporting.

You can switch off Aggregate website statistics in Privacy choices at any time, or use Reject all to switch off statistics, detailed analytics and Meta advertising together. Earlier Reject all or declined analytics choices are respected unless you subsequently enable aggregate statistics. The pum_statistics_choice cookie remembers your selection for 180 days and is used only for that preference. After objection no new statistics are collected by this feature. Counters already aggregated cannot be connected back to you for individual deletion. Counts are not unique visitors; revisits and browser blocking can affect them. Form-step displays and submission totals are not verified payments or proof of why anyone left.

9 Your rights and complaints

You may have rights to access, rectify, erase, restrict or obtain portable copies of information, and to object to processing based on legitimate interests. These rights depend on the circumstances. Where we rely on consent you can withdraw it at any time, without affecting lawful processing before withdrawal. Withdrawal of optional consent does not cancel the order. We stop new use of content covered by a withdrawn publication permission and remove it from channels we control where reasonably possible, but cannot retrieve printed material already distributed or copies made independently by others.

Contact info.printurmoment@gmail.com. We may request proportionate information to verify identity. We ordinarily respond within one month; lawful extensions, pauses or exceptions may apply and we will explain them. Requests are normally free. You can complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/ or through 0303 123 1113. You may complain to the ICO without first completing our complaints process.

10 Children and changes

Our checkout is intended for customers aged 18 or over and we do not knowingly target children with marketing. If submitted material contains children, contact us before uploading it so appropriate permissions and safeguards can be considered. We update this notice when our practices change, show the effective date and provide additional notice where required. A new notice does not retrospectively authorise an incompatible use of existing information.