Privacy policy

Last updated 14 November 2026

This policy explains how Remember When Records ("we", "us") handles your personal data under UK data protection law. We are the controller. Contact us at [email protected].

What we collect

• Order details: your name, email address, and what you buy.
• Creative material: the photos, names, memories and style choices you send us so we can make your song. This can include photos of people and pets, and may include personal stories.
• Payment details: handled by Stripe. We never see or store your full card number.
• Messages: emails you send us.

Why we use it, and our legal basis

• To make and deliver your order, and to handle revisions and support (performing our contract with you).
• To take payment, keep accounting records and meet tax rules (legal obligation).
• To keep our website working and secure, and to answer questions (legitimate interests).

If you send us photos of other people, such as family members, please make sure you are happy to share them for this purpose. If your material relates to someone who has died, we use it only to make your song.

AI tools

To create your song we may enter your details and descriptions into the AI music tools we use. We do not upload your photos to them where we can avoid it, and we describe what is needed rather than sharing names or contact details. We don't use your material to market to you or to build profiles.

Who we share it with

We use trusted providers to run the business: Stripe (payments), Tally (our order form), Cloudflare (website hosting and email forwarding), our email provider, and the AI music tools described above. They process data on our behalf or under their own privacy policies, and some are based outside the UK. Where that happens, appropriate safeguards apply. We do not sell your data.

How long we keep it

We keep your order details and creative material for as long as needed to deliver your order, handle revisions and support, and, for a reasonable period afterwards, for example so you can ask for another copy. We delete or anonymise creative material when it is no longer needed, and you can ask us to delete it sooner. We keep accounting records for the period the law requires, currently six years.

Your rights

You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to move it. Email us and we will reply within one month. You can also complain to the Information Commissioner's Office at ico.org.uk.

Cookies

Our website itself doesn't set advertising or tracking cookies. Our hosting provider, Stripe checkout and the order form may use essential cookies to work and to prevent fraud.

Changes

We may update this policy and will change the date at the top when we do.