Last updated: 6 June 2025

Memories in a Book (“Company,” “we,” “our,” or “us”) is committed to protecting the personal information you share with us when you visit https://memoriesinabook.com (the “Site”) or use any of our products and services (collectively, the “Services”). This Privacy Policy explains what data we collect, why we collect it, how we use it, and the choices you have.

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1. Scope

This policy applies to information collected online (the Site, e-mail, chat, social media), offline (phone interviews, customer support), and through third-party partners that help us deliver the Services.

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2. Information We Collect

Category Examples Source Legal Basis*

Identity & Contact Name, postal address, e-mail, phone Checkout, support forms Contract performance

Payment Card data (tokenised), billing address Entered at checkout; processed by Stripe Contract performance

Interview Content Audio recordings, AI transcripts, photos you upload Phone interview, optional uploads Consent

Order & Logistics Product ordered, delivery details, tracking notes Checkout, fulfilment partners Contract performance

Technical & Usage IP address, device type, browser, pages viewed, referral URL Cookies, pixels, server logs Legitimate interest

Marketing Preferences Newsletter opt-in, click-through data Sign-up forms, e-mails Consent

* Under UK/EU GDPR. Equivalent U.S. bases = “business purpose.”

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3. How We Use Your Information

1. Create & deliver your book – schedule interviews, transcribe, edit, print, package and ship.

2. Process payments & prevent fraud – Stripe securely handles card data; we keep only the transaction ID.

3. Provide support – respond to queries, fix issues, and honour your rights requests.

4. Service improvement – anonymised transcripts help us refine interview questions and printing quality.

5. Analytics – aggregate, de-identified statistics (site traffic, campaign performance) to improve the Site.

6. Marketing (only if you opt in) – send newsletters, promotions or surveys. You may unsubscribe any time.

7. Legal & compliance – keep records required by tax, accounting, or regulatory authorities.

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4. Cookies & Similar Technologies

Type Purpose Examples Control

Essential Site security, checkout flow, authentication Session cookie, CSRF token Cannot be disabled

Analytics Measure traffic & usage patterns Google Analytics 4 (IP-anonymised) Opt-out via cookie banner

Marketing Track campaign success Meta Pixel, email tracking pixel Disabled unless you give consent

Detailed settings appear in our Cookie Notice.

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5. Sharing & Disclosure

We never sell your personal data. We share it only with:

Recipient Purpose Safeguards

Stripe Payment processing PCI-DSS Level 1; UK/EU SCCs

Printing & fulfilment partner Print and ship your book GDPR DPA; need-to-know access

Cloud hosting (AWS / GCP) Store audio, transcripts, backups Data encrypted at rest and in transit

Email service (Brevo/Mailchimp) Send order confirmations & newsletters TLS; unsubscribe links

Analytics provider Site metrics IP masking; no personal data in events

Law enforcement / regulators Only when legally compelled Verified, documented requests

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6. International Transfers

Where data is transferred outside the UK/EU, we rely on:

• EU Standard Contractual Clauses (SCCs) with UK Addendum, or

• Recipient country adequacy decisions (e.g., Canada), or

• Binding Corporate Rules (BCRs) certified by the authorities.

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7. Data Retention

Data Type Typical Retention Period Rationale

Interview audio & transcripts 24 months (or sooner on request) Allow re-edits or re-orders

Print files (PDFs) 36 months Easier re-print for families

Orders & invoices 7 years Tax and accounting laws

Support tickets 24 months Quality control & dispute defence

Marketing consents Until withdrawn or 24 months of inactivity Proof of consent

Backups are purged on a 30-day rolling basis.

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8. Security Measures

• AES-256 encryption at rest; TLS 1.2+ in transit

• Zero-trust, least-privilege staff access with MFA

• Regular penetration testing and vulnerability scans

• Activity logging and automated anomaly detection

• Vendor security reviews and DPAs before onboarding third parties

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9. Your Rights

Depending on your jurisdiction, you may:

1. Access – obtain a copy of personal data we hold.

2. Rectify – correct inaccurate or incomplete data.

3. Erase – request deletion (“right to be forgotten”).

4. Restrict or object – limit certain processing or stop marketing messages.

5. Portability – receive data in a machine-readable format to transmit elsewhere.

6. Complain – lodge a complaint with a supervisory authority (e.g., UK ICO).

To exercise any of these rights, follow the instructions in our Privacy Centre (link in Site footer) or e-mail privacy@memoriesinabook.com. We respond within 30 days.

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10. Children’s Privacy

The Services are not directed to children under 13. We do not knowingly collect their data without verifiable parental consent. If you believe we have done so inadvertently, please notify us and we will delete it promptly.

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11. Changes to This Policy

We may update this Privacy Policy periodically. Any material changes will be announced on the Site and the “Last updated” date will change. Continued use of the Services after such changes constitutes acceptance.

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12. Governing Law

This policy is governed by and construed in accordance with the laws of [England & Wales] (or your local jurisdiction). Any disputes shall be resolved in the competent courts of that jurisdiction.

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