Privacy Policy – The Keepsake Chamber

Last updated: 10.12.2025

1. Introduction

This Privacy Policy explains how Mateusz Ziewiec trading as “The Keepsake Chamber” (“we”, “us”, “our”) collects, uses and protects your personal data when you:

  • browse or place an order via keepsakechamber.com,
  • shop with us via TikTok Shop, Meta (Facebook/Instagram) Shops or Etsy,
  • contact us by email, social media or phone,
  • sign up to our newsletter or marketing.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this Privacy Policy together with our Terms & Conditions, Refund & Returns Policy and Shipping & Delivery Policy.

2. Who we are (Data Controller)

Data controller: Mateusz Ziewiec trading as The Keepsake Chamber
Trading name: The Keepsake Chamber
Business address: 20 Caledonian Crescent, Law, Carluke, ML8 5FL, Scotland, United Kingdom
Email: hello@keepsakechamber.com
Phone: +44 7364 136249
Business type: Sole trader based in Scotland, UK
VAT status: Not currently VAT-registered.

When we say “you”, we mean our customers, prospective customers, website visitors and anyone who interacts with us.

3. What data we collect

We may collect the following categories of personal data:

Identity & contact data
Name, billing and delivery address, email address, phone number.

Order & account data
Products you purchase, order history, payment status (we do not store your full card details).
Login details and account preferences (if you create an account on our website).

Personalisation data
Images, photos, artwork, logos, names, dates, messages and other text you provide for engraving or printing.
Any instructions or notes you send us about your order.

Communication data
Emails, messages via contact forms, social media messages and any feedback or reviews you send us.

Marketing & preferences
Your marketing preferences (e.g. newsletter opt-in).
Your interactions with our emails (opens, clicks) where enabled.

Technical & usage data
IP address, browser type, device type, operating system.
Pages visited, time spent on our website, clicks and navigation paths.
Data collected by analytics tools (e.g. Google Analytics) and heatmap/session replay tools (e.g. tools that show us how users interact with our website).

Cookies and similar technologies
Information stored in cookies, pixels and similar technologies – see the “Cookies and similar technologies” section below.

We do not intentionally collect special category data (e.g. health, religion, political opinions). Please do not send such information in personalisation requests.

4. How we collect your data

We collect data when:

  • you place an order via our WooCommerce website,
  • you buy through TikTok Shop, Meta Shop or Etsy,
  • you upload personalisation content (photos, text, artwork),
  • you contact us via email, contact form, social media or phone,
  • you subscribe to our newsletter or marketing,
  • you browse our website (through cookies, analytics and heatmap tools),
  • a third-party platform or payment provider shares limited information with us to complete your order.

5. How we use your data & legal bases

We process your personal data for the following purposes under UK GDPR lawful bases:

a) To process and fulfil your orders
Managing orders, payments and billing.
Creating and personalising products according to your instructions.
Arranging shipping and delivery, handling returns and refunds.
Legal basis: performance of a contract; legal obligation (tax and accounting).

b) To provide customer service
Responding to enquiries, order updates and complaints.
Resolving issues with deliveries, personalisation or quality.
Legal basis: performance of a contract; legitimate interests.

c) To run and improve our business and website
Monitoring website performance and usability.
Using analytics and heatmaps to understand how visitors use the site.
Developing new products, improving our services and user experience.
Legal basis: legitimate interests (running and improving our business).

d) To send you marketing communications
Sending newsletters or offers if you subscribed or consented.
Showing you relevant ads via platforms such as Meta or TikTok, where permitted.
Legal basis: consent (where required) or legitimate interests for existing customers, in line with direct marketing rules.

You can opt out of marketing at any time (see section 10).

e) To meet our legal and regulatory obligations
Keeping appropriate records for tax and accounting.
Responding to lawful requests from authorities.
Legal basis: legal obligation.

f) To protect our business
Preventing and detecting fraud or misuse.
Enforcing our Terms & Conditions.
Legal basis: legitimate interests.

6. Cookies and similar technologies

We use cookies, pixels and similar technologies to:

  • make the website function properly (essential cookies),
  • remember your basket and preferences,
  • measure website traffic and performance (e.g. Google Analytics),
  • understand how users interact with pages and elements (heatmap / session replay tools),
  • support advertising and re-targeting (e.g. Meta Pixel, TikTok Pixel, Google Ads tags).

Where required, we will ask for your consent to non-essential cookies (e.g. analytics, advertising) via a cookie banner. You can adjust your cookie settings at any time through your browser or our cookie tools.

7. Who we share your data with

We share your personal data only when necessary and with appropriate safeguards, for example with:

  • website & hosting providers (e.g. our hosting company, WooCommerce plugins),
  • payment processors (e.g. Stripe/WooPayments, PayPal, Apple Pay, Google Pay, Klarna),
  • email and newsletter services (e.g. Mailchimp),
  • analytics and advertising providers (e.g. Google Analytics, Google Ads, Meta, TikTok),
  • heatmap / session replay providers,
  • delivery partners (e.g. Royal Mail and similar carriers),
  • professional advisers (e.g. accountants) where required.

We do not sell your personal data.

Each third party is only allowed to process your data on our instructions and must protect it in line with data protection law.

8. International transfers

Some of our service providers may store or process your data outside the UK (for example, in the EU or the United States).

Where this happens, we will ensure that appropriate safeguards are in place, such as:

  • an adequacy decision from the UK government, or
  • standard contractual clauses and equivalent protections approved under UK GDPR.

9. How long we keep your data

We keep personal data only for as long as is reasonably necessary for the purposes set out in this Policy or as required by law. In particular:

  • Order and transaction records: usually up to 6 years from the end of the relevant tax year (for tax, accounting and legal reasons).
  • Customer service communications: for as long as needed to resolve the issue and for a reasonable period afterwards.
  • Marketing data (newsletter, campaigns): until you unsubscribe or object, and for a short period afterwards to record your preference.
  • Website analytics and cookies: according to the retention periods of each tool (e.g. Google Analytics), typically from a few months up to 2 years.
  • Personalisation files (photos, artwork, text): normally up to 12 months after your order is completed, unless we are required to keep them longer for legal reasons or you ask us to delete them sooner where possible.

We may anonymise data so it can no longer be associated with you. In that case we may use the information indefinitely without further notice.

10. Marketing communications

If you subscribe to our newsletter or agree to receive marketing, we may send you:

  • news about The Keepsake Chamber,
  • information about new products or collections,
  • special offers or promotions.

You can unsubscribe at any time by:

We may still send you non-marketing messages related to your orders, account or important changes to our terms or policies.

11. Children’s privacy

Our products may be suitable as gifts for children, but our website and online services are intended for adults. We do not knowingly:

  • offer online services directly to children under 13, or
  • collect personal data from children without consent from a parent or guardian.

If you believe that a child has provided us with personal data without appropriate consent, please contact us and we will delete it where required.

12. How we protect your data

We take appropriate technical and organisational measures to protect your personal data, including:

  • using reputable payment providers and SSL encryption,
  • restricting access to personal data to those who need it,
  • keeping software and systems reasonably up to date.

However, no online service can be completely secure. You are responsible for keeping your passwords and account details confidential.

13. Your data protection rights

Under UK data protection law, you have rights in relation to your personal data, including:

  • Right of access – to request a copy of the personal data we hold about you.
  • Right to rectification – to have incorrect or incomplete data corrected.
  • Right to erasure – to ask us to delete your data in certain circumstances.
  • Right to restrict processing – to ask us to limit how we use your data in certain situations.
  • Right to data portability – to receive your data in a structured, commonly used format in some cases.
  • Right to object – to object to our processing where we rely on legitimate interests or for direct marketing.
  • Right to withdraw consent – where we rely on your consent (e.g. certain marketing or cookies), you can withdraw it at any time.

To exercise any of these rights, contact us at hello@keepsakechamber.com. We may need to verify your identity before acting on your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data: www.ico.org.uk.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on our website with a new “last updated” date. We encourage you to review it periodically.