Privacy Notice
Last updated: 26 September 2026
1. What we collect
Depending on how you use the service, we may collect your email address, pet name, selected species and portrait style, uploaded pet photograph, consent choices, optional marketing choice, order and payment references, payment status, replacement-photo submissions, support messages and campaign attribution values such as UTM source, campaign and content.
We do not receive or store your full payment-card details. Card payment is handled by SumUp.
2. Why we use it
We use this information to take and fulfil your order, check whether the source photograph is suitable, generate and quality-check the portrait, deliver the finished file, request a replacement photograph where needed, handle support or refunds, maintain transaction records, prevent misuse and understand which marketing activity produces orders.
Optional marketing emails are based on your consent and are separate from transactional order emails.
3. AI processing
Your uploaded photograph may be sent through OpenAI API systems for automated suitability checks, portrait generation and quality control. OpenAI states that API inputs and outputs are not used to train its models by default unless the API customer explicitly opts in to data sharing. API content may still be retained for limited periods for abuse monitoring or service operation under OpenAI's applicable data controls.
4. Service providers
We use service providers to operate Pawtraits for a Pound. These currently include Tally for the order form and file upload, SumUp for payment processing, Make for workflow automation, OpenAI for AI processing, Google for email and operational records, and Cloudflare for website hosting/CDN.
These providers process information under their own terms and privacy arrangements. Some processing may take place outside the United Kingdom; where required, appropriate transfer safeguards should apply through the relevant provider.
5. How long we keep information
Our intended operational retention is to keep original uploaded photographs and generated portraits for up to 30 days after successful delivery unless they are needed longer to resolve a support issue; automated QA records for up to 90 days; support correspondence for up to 12 months; and transaction or accounting records for as long as required by law. Provider-level technical logs may follow the provider's own retention periods.
6. Website and attribution data
The website may receive ordinary technical request information such as IP address, browser/device information and referral data through its hosting infrastructure. Campaign links may include UTM parameters. Those UTM values are forwarded into the Tally order form and stored with the order so we can understand which acquisition activity produced it.
7. Cookies and embedded services
We do not currently run our own behavioural advertising tracker on this site. The embedded Tally form, payment provider and hosting infrastructure may use cookies or similar technologies needed to provide their services.
8. Your rights
UK data-protection law may give you rights over your personal data, including rights of access, correction, deletion, restriction, objection and data portability depending on the circumstances. To exercise a right, email near2medigital@gmail.com.
You can also complain to the UK Information Commissioner's Office if you believe your information has been handled unlawfully.
9. Changes to this notice
We may update this notice when the service or its providers change. The current version will be published on this page with its revision date.