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Privacy Policy

At Hand-Drawn Memories, we respect your privacy and recognize the personal, sentimental nature of the reference photographs and commission details you share with us. This Privacy Policy outlines how we collect, use, protect, and handle your information when you visit our website, submit a quote request, upload reference photos, or commission custom artwork.

 
1. Information We Collect

 

We collect information that you directly provide to us to evaluate quote requests, process orders, and deliver custom artwork:

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  • Contact Information: Full name, email address, phone number, and physical shipping address.

  • Commission Details & Reference Photographs: Descriptions of your requested artwork and any image files (photographs) you upload via our "Request a Quote" form or share with us in subsequent communications.

  • Payment Information: Payment transactions are processed securely through our authorized third-party payment processing partners. Hand-Drawn Memories does not store or have direct access to your full credit card numbers, debit card numbers, or banking credentials on our servers.

  • Technical & Analytics Data: Standard browser information, IP addresses, and functional cookies are collected automatically by our web hosting and analytics infrastructure to ensure reliable site performance and navigation.

 
2. How We Use Your Information

 

We use the information we collect strictly for legitimate business purposes:

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  • To evaluate, price, and respond to your quote requests and follow-up communications.

  • To communicate with you regarding proof photo approvals, commission updates, and order inquiries.

  • To process payments, calculate applicable state/local sales tax, and determine accurate shipping rates.

  • To package, address, and ship completed physical artwork to your designated delivery location.

  • To send automated order confirmations, payment receipts, and carrier tracking links.

 
3. Reference Photo Privacy & Marketing Consent

 

We understand that your uploaded photos often feature beloved pets, family members, or personal homes.

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  • Default Privacy: By default, all submitted photographs, initial draft layouts, and completed drawings are treated as strictly private. We will never sell, rent, or publicly display your personal reference photos or completed drawings without your explicit permission.

  • Promotional Portfolio Opt-In: If you choose to participate in our optional Promotional Discount Program, you explicitly grant us permission to display your completed drawing and reference photograph in our online website portfolio or marketing channels, in accordance with our Content Use Consent Form. Participation is entirely voluntary.

4. Sharing Information with Third-Party Service
Providers

 

We do not sell, trade, or rent your personal information or uploaded media to third parties. We only share necessary personal data with trusted third-party service vendors who assist us in operating our business and fulfilling your orders:

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  • Payment Processors: Billing details and payment information are transmitted using industry-standard encryption to third-party payment gateways solely to process transactions, prevent fraud, and handle refunds.

  • Shipping Carriers & Logistics Services: Recipient names, physical delivery addresses, package specifications, and declared values are shared with shipping carriers and logistics fulfillment software strictly to calculate postage, generate shipping labels, secure transit insurance, and deliver your packages.

  • Web Hosting & Infrastructure: Our website, online forms, and database records are hosted on secure third-party cloud hosting servers and infrastructure providers.

 

All third-party service providers are contractually required to maintain the confidentiality and security of your data and are strictly prohibited from using your information for their own independent marketing purposes.

 
5. Data Retention & Security

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  • Reference Photos: Reference photographs are retained during active drawing and proofing, and are archived for a limited period post-delivery to support potential carrier transit claims or customer service follow-ups, after which they are securely deleted.

  • Archival Records & Logs: Scans of completed artwork, continuous "pack-out" verification videos, and invoicing/tax records are retained securely to fulfill accounting requirements, comply with state tax regulations, and defend against payment or shipping disputes.

  • Security Safeguards: We maintain reasonable administrative, technical, and physical safeguards to prevent unauthorized access, loss, alteration, or misuse of your personal data.

 
6. Your Rights & Data Choices

 

In accordance with general data protection standards and state privacy guidelines, you have the right to:

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  • Access, review, or request a copy of the personal information we hold about you.

  • Request the correction of inaccurate personal contact data.

  • Request the deletion of your personal contact data or uploaded reference photos (subject to legal, tax, or active transaction retention requirements).

  • Revoke promotional marketing consent in writing in accordance with the terms of our Content Use Consent Form.

 

To exercise any of these choices, please contact us at support@handdrawnmemories.com.

 
7. Cookies & Tracking Technologies

 

Our website utilizes standard functional cookies and session tracking provided by our web hosting services to enable core navigation, ensure form security, and collect aggregated performance metrics. You can adjust your web browser settings to disable or block cookies, though certain features of our website may not function properly as a result.

 
8. Updates to This Privacy Policy

 

We may update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. Updated versions will be posted directly to this page with a revised "Effective Date."

 
9. Contact Us

 

If you have questions, concerns, or privacy requests regarding this Privacy Policy, please contact us at:

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