Our Policies and Commitments

Privacy Policy

 

Introduction

Welcome to Memories with Maile ("we," "our," or "us"). We are committed to protecting your personal information and handling it responsibly in accordance with the New Zealand Privacy Act 2020 (the Act) and the Information Privacy Principles (IPPs) outlined within it. This policy sets out how we collect, hold, use, and share the personal information you provide to us when you purchase our custom photo products.

 

1. The Personal Information We Collect

 

We only collect personal information that is necessary for the lawful purpose of providing our services to you. 

​

Type of Information: Contact and Order Information

Purpose of Collection: To process and fulfil your order, communicate updates, and provide customer service. 

Source: Directly from you

​

Type of Information: Financial/Payment Details

Purpose of Collection: To process your payment for the order. 

Source: Third-Party payment providers (Stripe, Google Play, Apple Pay, Afterpay)

​

Type of Information: Photographic Content

Purpose of Collection: To create and manufacture the custom products you have ordered. 

Source: Third-Party file upload service (Uploadly app) and any other source as agreed to face to face. 

​

Type of Information: Technical information

Purpose of Collection: To maintain security, process your order, and improve our website performance.

Source: Automatically via our website (e.g., IP address, browser type)

​​

 

2. How We Collect and Hold Your Information (Including Third Parties)

 

We collect your personal information in the following ways, engaging third-party providers where necessary for efficiency and security:

 

A. Order and Payment Processing

 

When you make a purchase, payment processing is handled entirely by trusted third-party services:

• Stripe, Google Pay, Apple Pay and Afterpay: We do not collect or store your full credit card or payment details. These are securely processed by the respective payment providers. We only receive confirmation that your payment has been successful. Your use of these services is subject to their own respective privacy policies.

 

B. Photo Submission

 

For the secure transfer of your personal photos:

• Uploadly: Your photographs are uploaded directly to our private storage via the Uploadly app. The files are transferred using secure connections and immediately stored on our servers. Crucially, the Uploadly system is configured so that the customer (the uploader) does not gain access to our storage folder or view any other customer's files.

• For orders which are taken face to face (e.g. markets) an Uploadly option will be given unless both parties agree to another platform in which case your photos will be deleted immediately after order completion rather than being held for 30 days.

 

C. Storage

 

All collected personal information, including your final product photos, is held securely by us or by trusted third-party data storage providers in New Zealand. We take reasonable steps to protect your information against loss, unauthorised access, and misuse.

 

3. How We Use and Disclose Your Personal Information

 

We will use your personal information only for the following purposes:

1. Manufacturing: To use your photos and specifications to create the custom products you ordered. 

2. Communication: To send you information about your order status, shipping, or respond to customer service enquiries.

3. Marketing: To contact you about promotions or new products (only if you have expressly consented to receive these communications).

4. Marketing: Under the express agreement that your products can be used for social media, website and printed marketing purposes.

5. Compliance: To meet our legal obligations under the NZ Privacy Act 2020 or other applicable New Zealand law.

We will not disclose your personal information to third parties unless:

• It is for sharing your address with a courier or shipping partner.

• We have your express permission.

• It is required or authorised by New Zealand law.

 

4. Retention of Information

 

We will only retain your personal information for as long as is necessary for the purposes for which it was collected.

• Order and Contact Details: Retained for 7 years to comply with tax and accounting laws.

• Customer Photos: We aim to delete all customer-uploaded photo files 30 days after your order has been completed and shipped, unless you have specifically agreed to allow us to retain them for future re-orders.

• Photos that are uploaded to the Uploadly platform but do not correspond with an order within 3 days will automatically be deleted.

 

5. Your Rights of Access and Correction (IPP 6)

 

Under the NZ Privacy Act 2020, you have the right to access and correct the personal information we hold about you.

1. Right to Access: You have the right to request confirmation of whether we hold personal information about you, and to access that information.

2. Right to Correction: You have the right to request the correction of any of your personal information that is inaccurate, incomplete, or not up-to-date.

To make an access or correction request, please contact our Privacy Officer using the details below. We will respond to your request within 20 working days.

 

6. Our Privacy Officer Contact Details

 

If you have any questions about this policy, or wish to exercise your rights under the Act, please contact our Privacy Officer:

Privacy Officer: Erin Browne

Email: memorieswithmaile@gmail.com