1. Who is responsible for your data?
Order of Service Online is operated by Pride Design Limited, which will act as the data controller for the personal information used to process orders. Registered address: Suite 47, Royds Enterprise Park, Bradford BD6 3EW. Privacy enquiries: privacy@orderofserviceonline.co.uk.
2. What information might we collect?
When you create or order a booklet, this may include your name, contact email, delivery address, order and payment status, service details, memorial messages, and photographs or other artwork you upload. Some material may identify living relatives or other people. Technical records, such as server access and essential checkout information, may also be processed when the site is live.
3. Why do we use it, and on what basis?
We expect to use customer and delivery details to create and fulfil an order, communicate about artwork and delivery, and handle payment queries — generally where needed for a contract or steps requested before entering a contract. Some information may be needed for accounting and legal obligations. Security and fraud prevention may rely on legitimate interests, subject to appropriate assessment. [Verify the lawful basis for each live processing activity before launch.] We do not use a privacy acknowledgement as consent to marketing.
4. Photographs and memorial content
Uploaded material is intended to be used to prepare the selected order of service, generate proofs and produce the printed booklets. Please upload only material you are entitled to use and avoid unnecessary sensitive information about living people. Information solely about a person who has died is not personal data under the UK GDPR, but photographs and tributes can still include information about living individuals and deserve respectful handling.
5. Payments and service providers
The proposed checkout uses Stripe's hosted payment service. Payment card details would be entered on Stripe's payment page rather than in the booklet designer. Order information may also need to be shared with hosting, email, production and delivery providers to fulfil your order. [List the actual suppliers, their roles, and any applicable international transfers before launch.]
6. How long will information be kept?
Orders and print files must not be retained indefinitely by default. A live retention policy should distinguish editable draft files, paid-order artwork, delivery information, accounting records and security logs, with automatic deletion where appropriate. [Publish specific periods or retention criteria once decided and implemented.]
7. How will information be protected?
The production site should use HTTPS, access-controlled storage, restricted access to the private print queue, secure credentials, backups and an appropriate deletion process. [These controls must be verified in your actual deployment before making security guarantees.]
8. Your data protection rights
Depending on the information and applicable lawful basis, individuals may be entitled to request access, correction or deletion, to restrict or object to processing, or to request data portability. You can make a request using privacy@orderofserviceonline.co.uk. Where we rely on consent for an optional processing activity, you may withdraw that consent. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk.
9. Cookies and website analytics
The final site will need to describe its actual cookies and similar technologies. Where optional analytics or marketing cookies are used, consent controls may be required before setting them. [Audit cookies and embed tools before launch.]
10. Contact and updates
Contact Pride Design Limited, Suite 47, Royds Enterprise Park, Bradford BD6 3EW, or email privacy@orderofserviceonline.co.uk for questions about personal information. [Insert the last updated date once this notice is approved for use.]
For general guidance see the ICO privacy notice guidance.