Once Spoken Collection privacy notice

Version collection-privacy-2026-09-26 · 26 September 2026

This notice adds to the main Once Spoken Privacy Policy and explains information used specifically for Once Spoken Collections. Where this notice gives more specific information about Collection processing, that specific information applies to the Collection processing.

Who and what this covers

UK data-protection law protects identifiable living people, not information solely about a person who has died. A Collection nevertheless contains personal information about owners, contributors, guardians, recipients and living people depicted, heard or mentioned.

Information used

• owner account, contact and purchase records;
• visitor and contributor purchaser email, beneficiary Collection, legal acceptance, Stripe transaction, cancellation and refund records;
• contributor name, relationship, private email and submitted material;
• guardian identity, contact, invitation, acceptance and succession evidence;
• future-recipient name, email, schedule, delivery attempts and provider outcome;
• moderation, complaint, copyright and privacy reports;
• preservation, capacity, checkout, refund, export and security audit records.

Purposes and lawful bases

We process owner information to form and perform the Collection contract. We process security, moderation, fraud, complaints, continuity and service-improvement records where necessary for legitimate interests, balanced against the rights of living people. We process information where necessary to comply with law and use consent where the activity genuinely requires it. Special-category information about a living person is not intentionally solicited and receives separate assessment if submitted.

Public and private information

Only material approved by both the owner and Once Spoken appears in the public Collection. Contributor email, guardian details, recipient details, pending, rejected, family-only and private material are excluded from the public projection. A contributor's name appears publicly only where the relevant attribution choice and approval permit it.

Information received from another person

An owner may give us a contributor, guardian or future recipient's contact details. At the first appropriate communication we explain that the address came from the Collection owner, why it is being used, retention and rights. A recipient can contact us to object or correct the address. We do not use it for marketing without a separate lawful permission.

Providers and international processing

Collection information may be processed by the hosting, database/storage, payment and transactional-email providers identified in the main Privacy Policy. Card details are handled by Stripe and are not stored by Once Spoken. Where processing occurs outside the United Kingdom, the transfer safeguards described in the main policy apply.

Retention

Active Collection material follows the paid term and a 90-day export/Add Time grace period. Incomplete upload reservations are deleted within 24 hours. Capacity-full contributor uploads are held privately for up to 7 days and deleted if capacity is not made available. Declined or withdrawn content is normally deleted 90 days after the decision or appeal period. Invitation contact details are normally deleted 12 months after expiry or closure. Future-delivery records are normally kept for 12 months after successful delivery or 24 months after a failed delivery. Safety and contract records are normally kept for six years, payment and tax records for the applicable six-year accounting period, security logs for 12 months and Collection analytics for 180 days. A documented legal, safeguarding, fraud or dispute hold may extend a period. Suppression data is kept as needed to honour an objection. Temporary export packages are deleted within 24 hours and their private links expire after one hour.

Your rights and complaints

A living person may ask for access, correction, deletion, restriction, portability or object where the relevant right applies, and may complain to the Information Commissioner's Office. A person depicted, heard or mentioned may report material even if they are not the Collection owner. Use the Collection safety route or the contact form. We acknowledge a data-protection complaint within 30 days and respond without undue delay.

Automated decisions and marketing

Collection publication and succession are not decided solely by automated processing. Service messages are kept factual. Marketing choices are separate and optional.

Security and export

Collection media is stored privately. Access is limited by authenticated roles and short-lived capabilities. Owner export links expire and should be kept private. No online service can promise absolute security.

Contact

Use the Once Spoken contact form. The controller identity and contact information are in the main Privacy Policy.