Your Privacy Matters

Privacy Policy

Effective Date: 16 August 2026

At Solace Keeps, I understand that the photographs and memories you share with me are deeply personal. I am committed to protecting your privacy and handling your information with care, respect and in accordance with UK data protection laws.

Who I Am

Solace Keeps creates bespoke memorial portraits using the photographs you provide.

Solace Keeps is a sole trader business based in Sheffield, United Kingdom. I am the person responsible for your information, which in data protection law makes me the data controller.

Website: www.solacekeeps.co.uk

Email: stephanie@solacekeeps.co.uk

Information I Collect

When you enquire, place an order or contact me, I may collect:

Your name
Your email address
Your postal or delivery address
Your telephone number, where you provide one
Details of your order
The photographs you upload
Anything you choose to tell me about your loved one or the portrait you would like
The consent and permission choices you make on the order form
Basic information about your visit to this website, such as your device, browser and the pages you viewed, where you have agreed to cookies and analytics

Not all of this is collected through the website. The forms here ask only for your name, email address, your story and your photographs — I usually ask for your delivery address, and a telephone number if you would like to give one, by email once your order is confirmed.

Why I Use Your Information

I use your information to:

Create your commissioned portrait
Process and fulfil your order
Deliver your finished portrait to you
Contact you about your order
Provide revisions and look after you if something isn't right
Respond to your enquiries
Keep proper business records, including a record of the permissions you gave me
Meet my legal, accounting and regulatory obligations
Improve this website where it would genuinely help
Carry out marketing, only where you have given the permission or consent that allows it

Lawful Basis for Using Your Information

Data protection law asks me to have a clear reason for using your information. Which reason applies depends on what I am doing with it.

Contract

The information I need to create, process and deliver your order is used because it is necessary to carry out our agreement — I simply cannot make or send your portrait without it. That includes working on your photographs to produce the portrait itself, using the editing and AI-assisted tools described below.

The box you tick on the order form is your confirmation that you are 18 or over, that you have the permissions needed for the photographs you are sending, and that you understand how they will be worked on. It is not the lawful basis for creating your portrait — that rests on our agreement — and it is separate from the optional consents described further down.

Legal obligation

Some information has to be kept or used so that I can meet legal, accounting, tax or regulatory requirements.

Legitimate interests

Where it is reasonable to do so, I use limited information to run Solace Keeps properly — replying to enquiries, keeping records, preventing misuse of my service, and improving what I offer. I only do this where it does not override your own rights and interests.

Consent

Consent is used where the law requires it, and where the choice is genuinely yours. That includes your optional permission to publicly display your finished portrait, your original photographs, or a before-and-after example, and it includes non-essential cookies and any marketing.

Where I rely on your consent, you can withdraw it at any time by emailing me at stephanie@solacekeeps.co.uk, or by using the cookie preferences control for cookies. Withdrawing your consent stops any further use from that point onwards, but it does not undo anything that was lawfully done beforehand.

Information I Need To Complete Your Order

Some information is simply required before a personalised portrait can be made — your name and contact details, a delivery address, your photographs, and the permissions that confirm I may work with them.

If you would prefer not to provide it, that is entirely your choice, but it may mean I am unable to create or deliver the portrait you have asked for. If you're unsure about anything, please just ask me before you order.

Your Photographs

Your photographs are treated with the utmost respect.

They are used to create your commissioned portrait and to provide the services that go with your order, such as revisions.
While your order is being created they are held in private storage that is not public, not listed anywhere, and not browsable by anyone who happens to find the website.
Your original photographs and the working files made from them are normally kept for up to 90 days after your order is completed, so there is time for any follow-up requests or adjustments.
After that they are securely deleted, unless I am legally required to keep them or you have specifically asked me to.
Your finished portrait is not shared publicly unless you have given permission for that on the order form.
Giving permission to share your finished portrait does not give permission to share the original photographs you sent me. Those are two separate choices.
Your original photographs are only ever used in a before-and-after example where you have separately said yes to that.

To reach me and to be worked on at all, your photographs pass through the service providers listed in the next section. They are handled only for the purposes described in this policy. I do not sell them, and I do not publish them anywhere without the permission you have given.

Editing and AI-assisted processing

Creating your portrait means working on the photographs themselves. To do that, your photographs may be processed using professional editing software and AI-assisted image-processing services where that is necessary to create the portrait you have commissioned.

That may include the processing needed for combining images, restoration, background editing, lighting, colour, composition, and the other edits required to produce your portrait. I remain involved throughout, and I personally review and refine the artwork before it is sent to you for approval. Your portrait is not simply generated for you.

Photographs containing children

You must be aged 18 or over to order from Solace Keeps, but the photographs you send me may contain people under 18. That means I may receive and process information about a child, where an adult customer provides the photograph in order to have a portrait created and confirms they have the necessary authority or permission to do so.

Where that happens, a child's photograph is handled in exactly the same way as every other photograph described in this policy: used only to create and deliver the commissioned portrait, kept in private storage, deleted on the same timescale, and never shared publicly without permission. The confirmation you give is explained on the order form, in my Photo & Image Policy and in my Terms & Conditions.

Who I May Share Information With

I do not sell your information, and I do not share it with anyone who does not need it. To run Solace Keeps I rely on a small number of trusted providers, and your information may be handled by them:

Vercel hosts this website and provides the private storage where your uploaded photographs and your consent record are kept.
Resend delivers the email that brings your enquiry or order to me, including your photographs.
Google hosts my business email, so the messages and photographs you send arrive in a Google-hosted mailbox. Google also provides the website fonts and analytics described in the cookies section below.
Meta Platforms Ireland Limited receives website activity through the Meta Pixel, but only where you have accepted advertising cookies. This is explained below.
Professional editing and AI-assisted image-processing providers handle your photographs where that is necessary to create your commissioned portrait — combining images, restoration, background, lighting, colour and composition work, and the other edits your portrait needs.

Depending on your order, information may also be handled by a printing or framing service, a delivery company, a payment provider, or my accountant or other professional advisers. I may also share information where the law requires me to, for example with an authority or regulator.

These providers can change over time, so I have not listed them individually here. If you would like to know exactly who is handling a particular part of your order, please just ask and I will tell you.

Where Your Information Is Processed

Some of the providers above are based outside the United Kingdom, or process information outside it. In particular, the private storage that holds your uploaded photographs is located in the United States.

Where personal information is transferred outside the UK, I rely on the protections that UK data protection law requires for international transfers.

How Long I Keep Your Information

I keep information only for as long as there is a genuine reason to.

Your photographs and working portrait files — normally deleted within 90 days of your order being completed.
Your consent and permission choices — kept for as long as is reasonably necessary to show what you agreed to, and to make sure it is respected.
Order, payment and accounting records — kept for as long as required for legal, tax, accounting or dispute purposes.
Enquiries that do not become orders — kept only as long as is reasonably necessary for the purpose you sent them for.

How I Protect Your Information

I use reasonable technical and organisational measures to protect your information against unauthorised access, loss, misuse or disclosure. Your uploads go into private storage rather than anywhere public, and within Solace Keeps I am the only person who works with your photographs and your order.

No website, and no way of sending information over the internet, can be promised to be completely secure. What I can promise is that your memories are treated with the care they deserve, and that if anything ever went wrong I would tell you.

Payment Information

No card details are collected through this website. Where a payment is taken it is handled by a payment provider, and I do not store your full card details.

Cookies And Tracking

My website uses a small number of cookies and similar technologies, and I want to be straightforward about what they do.

Remembering your choice

The website itself does not need any cookies to work. When you answer the cookie banner, your answer is saved in your own browser so you are not asked again on every page. It stays on your device, it is not used to track you, and it is not shared with anyone.

Google Analytics

With your permission, I use Google Analytics to understand how people find this website and which pages help them. It records things like the pages you viewed, how far down them you scrolled, where you arrived from, and whether a form was started or sent.

Until you accept, Google Analytics is not allowed to store anything on your device or identify you. It does still send Google a basic, cookie-free note that a page was viewed, which is how I can see how many people visit at all.
Once you accept, it sets its usual analytics cookies and those visits can be linked together.
It never receives your photographs, or what you have written to me about your loved one. If something goes wrong while your form is being sent, a short technical message is recorded so I can fix it, and that message can occasionally contain the file name of a photograph you tried to upload.

Google Analytics is provided by Google. You can read how Google uses this information in the Google Privacy Policy.

The Meta (Facebook) Pixel

With your permission, I use the Meta Pixel, provided by Meta Platforms Ireland Limited. It helps me understand which pages visitors find helpful, and it lets me show my work to other people who may be searching for a portrait like yours.

It places two cookies, _fbp and _fbc, which last up to 90 days.
It shares your IP address, general browser and device information, and the pages you viewed on this website with Meta.
It is held back until you accept it. Until you do, it is switched off: it stores nothing on your device, and no page views or other activity are reported to Meta.
The one thing that happens either way is that the pixel's program file is downloaded from Meta's own servers when a page opens, and like any file requested from another website, that request shows Meta your IP address and basic browser information.
In the rare case that your browser has JavaScript turned off, the cookie banner cannot run at all. A single page view is then still sent to Meta as a plain image request, because that fallback sits outside the control the banner has.

The pixel is not set up to send Meta your name, your email address, your photographs, or anything you have told me about your loved one. Once you have accepted, the only things it reports are that a page was viewed and that an enquiry was successfully sent. That information is otherwise only ever handled in the ways described above in this policy. You can read how Meta uses what it receives in the Meta Privacy Policy.

Website fonts

The typefaces used across this website are loaded from Google's font servers each time a page opens. This is not a cookie and it is not controlled by the banner, but it does mean Google receives your IP address and basic browser information as part of that request.

Your choice, and changing it

Google Analytics and the Meta Pixel are only used where you have given consent, which is the legal basis I rely on under the Privacy and Electronic Communications Regulations and the UK GDPR. Declining costs you nothing: every part of this website works exactly the same either way.

You can change your mind at any time using the button below, or the Cookie Preferences link at the bottom of any page. If you withdraw consent, both stop immediately and the cookies they set are removed. You can also clear or block cookies through your browser settings.

Your Rights

Depending on the circumstances, you have the right to:

Ask for a copy of the personal information I hold about you
Ask me to correct anything that is wrong or out of date
Ask me to delete your information
Ask me to restrict how your information is used
Object to certain uses of your information
Ask for your information in a portable form, where that right applies
Withdraw your consent, where consent is what I am relying on
Complain to the Information Commissioner's Office

To use any of these rights, simply email me at stephanie@solacekeeps.co.uk. You do not need to give a reason, and it costs nothing to ask.

Some of these rights have limits — for example, I may need to keep certain records to meet a legal obligation. If that ever applies, I will explain it to you plainly rather than hide behind it.

Contact

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Stephanie

Email: stephanie@solacekeeps.co.uk

Website: www.solacekeeps.co.uk

If you are ever unhappy with how I have handled your information, I would like the chance to put it right, so please tell me first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, the UK's data protection regulator.