Privacy Policy

Roamoir is a service that helps you create printed memory books from your photos, videos, audio, music, notes and other material, with the help of automated tools that organise, lay out and draft accompanying text.

Roamoir is operated by LEGAL NAME, trading as Roamoir, a sole trader based in the United Kingdom. We are the “data controller” for the personal data described in this policy. Our contact details are in section 16.

This policy sits alongside our Terms of Service, which set out the rules that apply when you create and order a book.

Information you give us

• Account details: your name, email address, and sign-in information.
• Order and delivery details: delivery address and order history. Payment card details are handled by our payment provider; we do not store your full card number.
• The content you upload: photographs, videos, audio and voice recordings, music or playlist selections, names, notes and any other material you or your collaborators add to a book.
• Messages you send us and your communication preferences.

Information we collect automatically

• Basic technical information your browser sends when it loads the site, such as your IP address, and server logs of the requests it makes. See section 9 on cookies.

The content you add to a book is the heart of the service and can be deeply personal. Some of it may reveal sensitive information, for example about health, religion or beliefs, or the identity of children. We handle this content only to provide the service to you: to store it, organise and lay it out, draft accompanying text for your review, and print and deliver your book.

Where the content includes this kind of sensitive (“special category”) information, we rely on it being information you have chosen to make part of your book, and we process it on the basis of your explicit request for the service and your approval of the finished book before printing.

Images you upload are automatically checked against an automated safety filter before they are added to a book. That check looks only for unlawful or prohibited material and produces no profile of you.

Roamoir is for adults (18+). Books often include children: a christening, a first birthday, a family holiday, and that is welcome. However, you, as the account holder, are responsible for having the permission of a person with parental responsibility for any child who appears in your book, and the permission of every other identifiable person whose image, voice or details you include. Please only add content you are entitled to include.

• To provide the service: creating, organising, drafting, printing and delivering your book, and managing your account and orders. Lawful basis: performance of our contract with you.
• To take payment and keep records. Lawful basis: contract, and our legal obligations (for example, tax records).
• To support you and respond to your messages. Lawful basis: contract, and our legitimate interest in helping our customers.
• To keep the service safe and working, including checking uploads against an automated safety filter. Lawful basis: our legitimate interest in a safe, working service.
• To send you service messages about your book and order (such as “your book is ready”). Lawful basis: contract, or our legitimate interest in keeping you informed.
• To send marketing, only where you have asked us to. Lawful basis: your consent (section 8).

Some text and layout in your book may be drafted or assisted by automated tools. This is a starting point, not a finished or verified account, and it may contain inaccuracies or invented details.

In practice that means two things: voice notes you record are transcribed into text, and the notes you write are summarised into the short passages that appear alongside your photos. Both are done by OpenAI on our instructions, and you review and approve the result before anything is printed.

We do not use your uploaded photos, videos or personal content to train AI models.

You can invite others to add content to your book through a shareable link or QR code. Please be aware:

• Anyone with the link can contribute. You control who you share it with.
• QR codes in a finished book are public by link. Videos or playlists reached through a QR code in your printed book can be opened by anyone who has the book or the code. Please keep this in mind before including content you would not want a book-holder to see.
• When collaborators add content, you are responsible for handling their contributions fairly and, where appropriate, making them aware of how their content will be used.

If a collaborator gives us their email address to be told when a book is published, we use it only for that purpose, not for marketing, unless they separately opt in (section 8).

We will only send you marketing if you have actively asked us to, by ticking a specific opt-in box. Uploading photos, giving us an email address, or placing an order is not, by itself, consent to marketing. Any marketing consent is separate, unticked by default, and clearly worded.

You can withdraw your consent and unsubscribe at any time, using the link in any marketing message or by contacting us. Withdrawing marketing consent does not stop essential service messages about your book or order.

We keep this simple: Roamoir sets only what it needs to work. That is the storage in your browser that keeps you signed in and remembers preferences such as whether a panel is open. There is no cookie banner because there is nothing here to consent to.

We do not currently use analytics, advertising or tracking cookies, and we do not share your browsing behaviour with third parties for advertising. If that changes, we will ask for your consent before setting any non-essential cookie, and this section will be updated first.

We share personal data with trusted service providers (“processors”) only so far as needed to run the service. These currently are:

• Supabase: database, file storage for your photos and videos, and sign-in.
• Stripe: payments and subscriptions. Stripe handles your card details directly; we never see or store your full card number.
• Lulu: printing and delivery. They receive your delivery address and the files for your book, and nothing else.
• OpenAI: transcribing voice notes, drafting note summaries, and the automated safety check on uploaded images.
• Google: only if you choose to sign in with a Google account.
• Brevo: sending email, such as a reply to a message you send us or a notification that your book is ready.

We do not sell your personal data. We may disclose information if required by law, or to protect our rights or the safety of others.

Some of our providers may process or store data outside the UK. Where that happens, we take steps to ensure your data is protected by appropriate safeguards, such as adequacy regulations or standard contractual clauses. Our storage region is STORAGE REGION.

We keep your personal data only as long as we need it:

• Account and order records: for as long as you have an account, and for RETENTION PERIOD afterwards to meet legal and tax obligations.
• Uploaded content and books: UPLOAD RETENTION.
• Marketing data: until you unsubscribe or withdraw consent.

You can ask us to delete your content and account at any time (section 13).

Under UK data protection law you have the right to:

• access the personal data we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your data (“erasure”);
• object to, or ask us to restrict, certain processing;
• withdraw consent where we rely on it (such as marketing);
• ask for a copy of certain data in a portable format.

To exercise any of these, contact us using the details in section 16. We will respond within one month and will not usually charge. We may need to confirm your identity first.

We use appropriate technical and organisational measures to keep your data secure, including access controls and secure storage with our providers. No service can be completely secure, but we take the protection of your memories seriously and work only with reputable providers.

A few things it is only fair to be clear about:

• Your content is yours. You are responsible for what you and your collaborators upload, and for holding the rights and permissions to use it (sections 4 and 7).
• AI-assisted text is a starting point you review and approve before printing (section 6).
• Linked third-party content: playlists and material reached through QR codes are provided by services such as Spotify under their own terms, which we do not control.

Questions, requests or concerns about your data? Please contact us:

LEGAL NAME, trading as Roamoir

BUSINESS ADDRESS

Email: contact@roamoir.com

ICO registration number: ICO NUMBER

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk, though we would appreciate the chance to put things right first.

We will update this policy as the service grows or the law changes. When we make a significant change we will update the date at the top and, where appropriate, let you know by email. Please check back from time to time.