Privacy policy

    Effective Date: 25th February 2025

    Updated On: 21 July 2026

    1. Who we are and how to contact us

    Taletrove UK Limited ("Taletrove", "we", "our", "us") is the organisation responsible for deciding how your personal information is used. This means we are the data controller for the purposes of UK data-protection law.

    • Company name: Taletrove UK Limited
    • Company number: 14374060
    • Directors: Sam Jaques and Adam Prescott
    • Contact email: hello@taletrove.co.uk

    Taletrove UK Limited is registered with the Information Commissioner's Office (ICO) as a data controller, registration reference ZC188616.

    If you have any questions about this Privacy Policy, or wish to exercise your privacy rights, you can contact us at the above email address.

    2. Information we collect

    We collect and process the following categories of information:

    Personal information – name, email address, postal address and payment details (processed securely through Stripe).
    Used to manage subscriptions, deliver printed newsletters and provide customer support.

    Submitted content – messages, stories and photographs provided by subscribers or their families via WhatsApp, text message or email.
    Used solely to create each newsletter edition.

    Account and technical information – limited website and device data (such as IP address and browser type) collected through analytics tools to help us maintain and improve our website's performance.
    We also collect details you provide when you contact us or update your account.

    3. How we receive, store and delete content

    Subscribers and contributors send photos and messages to us via WhatsApp Business, text message or email.

    Original photos and messages are permanently deleted once they are no longer needed to produce your newsletters, and in any event within around two months of the relevant edition being posted. No copies are retained on any third-party or backup systems thereafter.

    Newsletter storage – completed newsletters (PDF versions) are stored securely on each subscriber's online account Dashboard for the duration of their active subscription. If a subscription is cancelled, all newsletters are deleted automatically 100 days after cancellation. Subscribers may request deletion of newsletters at any time.

    Customer records – basic customer data (such as name, address, contact details and payment history) are retained in our secure CRM system for billing, support and legal record-keeping purposes.

    We never use the photos or messages you submit for marketing or any purpose other than producing your recipient's newsletter. The only exception is where you have explicitly opted in to let us use a photograph of your recipient in our own promotion (for example on our social media), which we offer in return for a free month. We only ever use the specific photo you agreed to, and we never use photos of children for marketing.

    Children's data

    Photos and messages you send us may include images of children. These are only ever provided by a family member and are used solely to create the recipient's printed newsletter. We give children's personal data particular care in line with our obligations under UK GDPR. It is never published, shared, or used for marketing, and is deleted along with all other submissions in line with the retention practices set out in this policy.

    4. How we use your information

    We process your personal information only when we have a lawful reason to do so under UK GDPR. We use your information to:

    • Provide and manage your subscription – creating and managing your account, processing payments through Stripe, and printing and posting newsletters (contractual necessity).
    • Handle photos and messages you send – producing your newsletters using the content you provide (contractual necessity).
    • Communicate with you – sending service updates, renewal reminders and account notices (contractual necessity and legitimate interest).
    • Provide customer support – responding to questions or requests (legitimate interest).
    • Maintain and improve our website – analysing performance and troubleshooting issues (legitimate interest).
    • Comply with legal obligations – maintaining financial and tax records or responding to lawful requests (legal obligation).
    • Send optional marketing or service updates – if you've opted in (consent, which can be withdrawn at any time).

    We do not use automated decision-making or profiling that produces legal or significant effects on individuals.

    5. Data retention and deletion

    We keep personal information only for as long as needed to provide our services or to meet legal, accounting and regulatory requirements. When information is no longer required, it is securely deleted or anonymised.

    • Submitted photos and messages – deleted permanently once the newsletter has been printed and dispatched.
    • Completed newsletters (PDFs) – stored while the subscription is active, then deleted automatically 100 days after cancellation unless earlier deletion is requested.
    • Customer account details – kept while the subscription is active and for up to six years after cancellation to meet financial-record obligations.
    • Payment information – processed by Stripe; Taletrove does not store card details.
    • Technical and analytics data – retained only as long as necessary to maintain website security and performance.

    You may request deletion of your personal data at any time by emailing hello@taletrove.co.uk. We will act on your request unless we must retain certain data to meet legal or contractual obligations.

    6. How we share your information

    We never sell, rent or trade your personal data. We share information only where necessary to deliver our service or meet legal obligations.

    We use the following providers, who receive only the minimum data needed and are bound by confidentiality and data-protection obligations: Stripe (payments); our printing and postage partners; WhatsApp Business (photo and message submission); Google and Make (secure processing and temporary storage during production); Supabase (website and accounts); and Resend (email).

    Legal disclosure – we may disclose information if required by law or to protect our rights or the safety of others.

    International transfers – if data is processed outside the UK, we ensure adequate safeguards such as the UK's Standard Contractual Clauses or equivalent protections.

    7. Security measures

    We take appropriate technical and organisational measures to protect your information, including:

    • Encryption of transmitted and stored data
    • Access to your personal information is limited to authorised team members who need it to produce and deliver your newsletter
    • Secure storage on trusted, compliant platforms
    • Regular deletion of data once it is no longer required
    • Ongoing review of security practices

    While no system is 100% secure, we continually assess and update our safeguards to keep your information safe.

    Reporting a data breach – In the unlikely event of a personal-data breach that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner's Office (ICO) within 72 hours of becoming aware of it. Where a breach is likely to result in a high risk to you, we will also contact you directly and without undue delay to explain what has happened and the steps we are taking to put it right.

    8. Your rights

    Under UK GDPR, you have the right to:

    • Access the personal data we hold about you
    • Correct inaccurate or incomplete information
    • Request deletion of your data ("right to be forgotten")
    • Restrict processing in certain circumstances
    • Request portability of your data to another provider
    • Object to processing where we rely on legitimate interests
    • Withdraw consent at any time (for marketing communications)

    To exercise any of these rights, email hello@taletrove.co.uk.

    We aim to respond within one month. If you are not satisfied with our response, you can contact the Information Commissioner's Office (ICO):
    www.ico.org.uk | 0303 123 1113 | Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

    9. Cookies and analytics

    Our website uses cookies and similar technologies to help it function properly, improve performance and understand usage patterns.

    Types of cookies we use

    • Essential cookies – required for the site to operate (e.g. logins, checkout).
    • Performance and analytics cookies – used to measure website traffic and improve experience; these do not identify individuals.
    • Preference cookies – remember user settings such as language or login preferences.

    You can control or delete cookies through your browser settings. Disabling certain cookies may affect website functionality.

    10. Changes to this policy

    We may update this Privacy Policy from time to time. When we do, we will revise the Effective Date above and post the updated version on this page. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our services after any changes means you accept those updates.

    11. Contact us

    If you have any questions or requests about this Privacy Policy or your personal data, please contact us:

    Taletrove UK Limited
    Email: hello@taletrove.co.uk
    Website: www.taletrove.co.uk