PRIVACY NOTICE

Last updated: 31.08.2026

This Privacy Notice for ArtKeeper ("we", "us", or "our"), the trading name of Dilyana Vanchurova-Rusanova, a sole trader based in Glasgow, Scotland, describes how and why we process personal information when you:

1. Visit our website at https://www.artkeeper.co.uk

2. Purchase a submission kit (box) or product through our website

3. Submit a physical Submission Form with artwork and details about your child

4. Contact us or sign up to marketing communications

Questions or concerns? Contact us at info@artkeeper.co.uk. If you do not agree with this notice, please do not use our Services.

SUMMARY OF KEY POINTS

What we collect online: name, email address, billing/delivery address, and order details, collected when you purchase through our website. We do not store your full payment card details ourselves — payment is processed by Wix and its payment service providers.

What we collect offline: your child's name, age, and any other details you choose to include, collected on the physical Submission Form that accompanies your order. This is never entered onto our website or stored on the Wix platform.

What happens after that: we photograph and digitise the submitted artwork to produce your order. These digital images are stored in our business Google Drive, and are sent to external print partners (for physical books/collages) and/or to FlipHTML5 (for digital e-book products), as applicable to what you've ordered.

We do not require you to create an account. There is no login or account system — our website functions as a simple product marketplace (you purchase a box; artwork and child details are submitted separately, by post/in person, via the physical form).

Sensitive data: we do not process special category data (e.g. health, racial or ethnic origin, religious belief) as defined under UK GDPR.

Analytics: our website uses Wix's built-in analytics to see aggregate visit statistics (e.g. page views, visitor counts). We do not currently use third-party advertising or retargeting tools (e.g. Meta Pixel, Google Ads remarketing). If this changes, we will update this notice before enabling them.

Your rights: contact us at info@artkeeper.co.uk to access, correct, delete, or restrict use of your information, request a copy in a portable format, or withdraw marketing consent.

1. WHAT INFORMATION DO WE COLLECT?

Our website does not verify the age of visitors or purchasers. By placing an order, you confirm that you are 18 years of age or older. Our products are designed for use by children under the direction and purchase of a parent or guardian; the website itself is not directed at, or intended for use by, children.

Collected via the website

When you place an order, we collect:

1. ​

2. Email address

3. Billing and delivery address

4. Order/product details

Payment information is processed by Wix and its payment service providers. We do not store your full payment card details ourselves. See Wix's privacy notice: https://www.wix.com/about/privacy

Automatically collected data: when you visit our site, Wix's built-in analytics records aggregate information such as page views, visit counts, and general visitor statistics, which may involve your IP address and device/browser information. We use this to understand how the site is used, not to identify individual visitors.

Collected via the physical Submission Form

Separately from the website, when you send us your child's artwork for production, you complete a physical Submission Form. This form may include your child's name, age, and other details you choose to provide, alongside the artwork itself.

1. This information is never entered onto our website or stored on the Wix platform.

2. It is used solely to produce the item(s) you ordered (e.g. personalising a book or print).

By submitting a child's artwork or personal details, you confirm that you are the child's parent or legal guardian, or that you otherwise have the authority to provide this information to us.

What happens to the artwork after that

Once we receive your child's artwork, we photograph and digitise it as part of producing your order:

1. Digitised images are stored in our business Google Drive (Google Workspace account).

2. Depending on what you've ordered, digitised images are shared with external print and fulfilment providers, selected to produce and deliver the products you order. The specific provider used may vary depending on product type, availability and production requirements.

3. If you've ordered a digital e-book, the digitised images are uploaded to FlipHTML5, a third-party platform we use to host and deliver e-books via a unique link and offline app.

4. These images, and any name or other detail visible on the original artwork, are used solely to produce and deliver the item(s) you ordered, and are not used for any other purpose without your separate consent (for example, if we ask to use a piece as marketing material, we will ask you directly).

We do not knowingly collect information from children directly, or market directly to children. All information about a child is provided to us by the purchasing adult.

2. HOW DO WE PROCESS YOUR INFORMATION?

We process your information to:

1. Fulfil and manage your order (production, delivery, payment)

2. Produce the personalised product you have requested, including processing the artwork and child details submitted for that purpose

3. Respond to enquiries and provide customer support

4. Send order-related administrative communications (e.g. order confirmations, invoices)

5. Send marketing communications, where you have opted in, or where permitted under the "soft opt-in" exception for existing customers (Privacy and Electronic Communications Regulations 2003) — you can opt out at any time

6. Maintain financial records as required by law

3. WHAT LEGAL BASES DO WE RELY ON?

Under UK GDPR and the Data Protection Act 2018, we rely on:

1. Performance of a contract — to process your order, and to produce and deliver the products you have requested (your name, address, order and payment details).

2. Legitimate interests — to process the artwork and personal details of your child that you provide via the Submission Form, which is necessary to produce the personalised product you have ordered. We have assessed this processing as necessary and proportionate, and balanced against the child's rights and interests; a copy of our Legitimate Interests Assessment is available on request. We rely on this basis, rather than consent, because the child is not a party to our contract with you.

3. Consent — for marketing communications where you've opted in, and for any optional use of artwork or personal information beyond order fulfilment (for example, using a submitted piece in marketing material, on social media, or as a testimonial), which we will always ask you about directly.

4. Legal obligation — to keep financial records as required by HMRC

5. Legitimate interests — for basic fraud prevention and website security, balanced against your rights

4. WHEN AND WITH WHOM DO WE SHARE YOUR INFORMATION?

We share information with:

1. Wix.com — our website host, e-commerce platform, invoicing/client management system, and payment processor

2. Google (Google Workspace) — our business email and cloud storage provider, including storage of digitised artwork images

3. External print and fulfilment providers — who receive digitised artwork images to produce physical books, collages, and prints. The specific provider used may vary depending on product type, availability and production requirements.

4. FlipHTML5 — a third-party platform used to host digital e-book products, where you've ordered one

5. HMRC / accountant — where required for tax and financial reporting

We do not sell your information, and we do not currently share it with any advertising or marketing third parties. We do not knowingly permit third-party advertising trackers on our site at this time; this notice will be updated if that changes.

International transfers

Some of our service providers — including Wix, Google Workspace, FlipHTML5, and, on occasion, our print and fulfilment providers — may process personal information outside the UK. Where this occurs, we rely on the appropriate safeguards or transfer mechanisms provided for under UK data protection law. Further information can be requested by contacting us at info@artkeeper.co.uk.

Our own direct correspondence with you (e.g. email) is handled from the UK.

5. COOKIES

Our website is built on Wix, which sets certain cookies automatically as part of how the platform functions, regardless of any settings we choose. We use a cookie consent banner so you can accept, decline, or customise non-essential cookies when you first visit.

Strictly necessary (required for the site to function; no consent needed, but disclosed here for transparency):

1. XSRF-TOKEN — Set by: Wix — Purpose: Security (prevents fraudulent requests) — Duration: Session

2. hs — Set by: Wix — Purpose: Security — Duration: Session

3. smSession — Set by: Wix — Purpose: Identifies logged-in site members — Duration: Persistent (up to 2 weeks)

4. SSR-caching — Set by: Wix — Purpose: Indicates how the site was rendered, for performance — Duration: Session

Functionality/analytics (used to understand site usage; consent requested via our banner):

1. svSession — Set by: Wix — Purpose: Identifies unique visitors and tracks visitor sessions across the site — Duration: Persistent (up to 2 years)

You can change your cookie preferences at any time via the cookie settings link in our site footer, or through your browser settings. Blocking cookies may affect site functionality (e.g. shopping cart persistence).

For more detail, see our Cookie Notice.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

1. Order and invoice records (name, address, payment reference): retained for 6 years from the end of the relevant tax year, in line with HMRC record-keeping requirements for sole traders.

2. Physical Submission Forms (containing your child's details and artwork): retained for 12 months after order completion, then securely destroyed.

3. Digitised artwork images (stored in Google Drive, shared with print partners/FlipHTML5): retained for 12 months after order completion, then deleted.

4. Marketing contact details: retained until you unsubscribe or withdraw consent.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

We take reasonable technical and organisational measures to protect your information, including relying on Wix's security infrastructure for online data and storing physical Submission Forms securely, with access limited to those fulfilling your order. No method of storage or transmission is 100% secure, and we cannot guarantee absolute security.

8. CHILDREN'S INFORMATION

Our website does not knowingly collect personal information directly from children, and is not directed at children. Where we process a child's name, age, or artwork, this is provided to us by the purchasing adult via the physical Submission Form, for the sole purpose of producing the ordered item, and on the basis that the adult has confirmed their authority to share it (see Section 1). We rely on legitimate interests, not consent, as the legal basis for this processing (see Section 3). This includes the digitised images we create from the artwork, which are stored in our Google Drive and shared with our print fulfilment partners and/or FlipHTML5 solely to produce and deliver your order (see Section 1 and Section 4).

If you believe a child has provided us with personal information directly (e.g. via the website) without appropriate consent, please contact us at info@artkeeper.co.uk and we will take steps to remove it.

9. YOUR PRIVACY RIGHTS

Under UK GDPR, you have the right to:

1. Access a copy of the personal information we hold about you

2. Request correction of inaccurate information

3. Request deletion of your information (subject to our legal retention obligations, e.g. financial records)

4. Request that we restrict the processing of your information in certain circumstances

5. Receive a copy of the information you have provided to us in a structured, commonly used, machine-readable format (data portability), where processing is based on consent or contract and carried out by automated means

6. Withdraw consent at any time, where processing is based on consent

7. Object to processing based on legitimate interests

8. Complain to the UK's data protection regulator

There is no customer account with us — you can exercise any of these rights by emailing info@artkeeper.co.uk, and we will action your request directly against our order and Submission Form records.

Withdrawing consent: this does not affect the lawfulness of processing carried out before withdrawal.

Opting out of marketing: click unsubscribe on any marketing email, or email us directly.

10. COMPLAINTS

If you believe we have not handled your information properly, you can contact us directly at info@artkeeper.co.uk, or complain to the UK's independent regulator:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113

11. DO WE MAKE UPDATES TO THIS NOTICE?

We may update this notice from time to time, indicated by the "Last updated" date above. Material changes will be notified via a prominent notice on our website.

12. CONTACT US

ArtKeeper (trading name of Dilyana Vanchurova-Rusanova)

1660 Dumbarton Road

Glasgow G14 9YE

Scotland

Email: info@artkeeper.co.uk