Privacy Policy

This policy applies to two main groups of people:

Customers purchase a guestbook and sign in to create, customize and manage it.

Guests visit a guestbook, usually by scanning a QR code at an event, and may choose to leave a voice message without creating an account.

We intentionally collect limited information from guests because they are using Keepsake Messages to leave a message for someone else, not to create an ongoing account with us.

Customers decide when and where to use their guestbook, who they invite to participate, what questions or prompts they display, and which messages they choose to keep or delete.

Where applicable under data protection law, a customer may be responsible for personal information they choose to collect through their guestbook, while Keepsake Messages processes that information as necessary to provide and operate the service.

Keepsake Messages is responsible for personal information we process for our own purposes, such as operating customer accounts, processing purchases, providing support, securing the service, meeting legal obligations and administering the platform.

Guests may contact us directly about their personal information regardless of whether they have also contacted the customer who owns the guestbook.

When you purchase or manage a guestbook, we may collect:

• Account information, such as your email address. We use email-based sign-in links rather than storing a traditional account password.
• Guestbook information, such as names, event dates, colours, wording, questions, prompts and other customization choices.
• Purchase information, such as what you purchased, the date, amount paid, currency and transaction identifiers. Payment card information is processed by our payment provider and is not stored by Keepsake Messages.
• Usage information, such as actions taken within the dashboard that are needed to operate features such as setup progress.
• Technical and security information that may be automatically generated when you use the service, such as IP address, browser or device information, request timestamps and security logs.

When a guest leaves a message, we may collect:

• The voice recording itself.
• The name provided by the guest.
• The question or prompt associated with the recording.
• Recording information, such as its duration and the time it was submitted.
• Limited technical information that may be generated by our infrastructure when the service is accessed, such as IP address, request information and security logs.

Guests do not need to create an account or provide an email address or phone number to leave a recording.

Names are provided by guests themselves and are not verified. A guest may choose to provide a first name, nickname or another name by which they would like the customer to identify their recording.

We do not sell guest recordings. We do not use guest recordings for advertising or to train artificial intelligence or machine-learning models.

We use personal information only for purposes reasonably connected to providing and operating Keepsake Messages, including to:

• Create and manage customer accounts and guestbooks.
• Record, store and deliver guest messages.
• Automatically process recordings to reduce background noise and improve audio clarity.
• Make recordings available to the customer who owns the guestbook.
• Process purchases, refunds and related transactions.
• Send account, transaction and service-related communications.
• Provide customer support.
• Maintain, troubleshoot and secure the service.
• Prevent fraud, abuse or unauthorized access.
• Comply with legal, tax, accounting and regulatory requirements.
• Establish, exercise or defend legal rights where necessary.

Where the GDPR or UK GDPR applies, the legal basis we rely on depends on the processing involved. These bases may include performing a contract with a customer, complying with a legal obligation, our legitimate interests in operating and securing the service, and consent where we rely on consent for a particular activity.

Where processing is based on consent, that consent may be withdrawn at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

We use a limited number of third-party service providers to operate Keepsake Messages. These providers process information on our behalf or provide services necessary for us to operate the platform.

The categories of providers we use may include:

• Cloud hosting, database and storage providers that host the application, accounts, guestbooks and audio files.
• Audio-processing providers that process recordings to reduce background noise, improve clarity and provide other audio-enhancement features.
• Payment-processing providers that process purchases, refunds and payment-related information.
• Email delivery providers that send sign-in links, receipts and other transactional or service-related messages.
• Website infrastructure, security and performance providers that help operate, protect and maintain the service.

We provide these service providers only with the information reasonably necessary for them to perform their services.

We may also disclose personal information where required by law, regulation, legal process or valid governmental request, or where reasonably necessary to protect the security of the service, our rights, or the rights and safety of others.

Keepsake Messages is operated from Canada, and some of our service providers may process or store personal information in Canada, the United States, countries within the European Economic Area, or other jurisdictions.

As a result, your information may be processed outside the country or region where you live and may be subject to the laws of those jurisdictions.

Where applicable data protection law requires safeguards for international transfers, we use appropriate legal and contractual mechanisms provided by applicable law.

Guestbooks are private to the customer who owns them. Recordings are not publicly listed, published or made available to other Keepsake Messages customers.

Recordings are stored using private storage and are made available to the owning customer through controlled access mechanisms.

Authorized personnel may access limited account or guestbook information when reasonably necessary to provide support, investigate technical or security issues, comply with law, or administer the service. Access is limited according to role and operational need.

Guestbooks and their associated recordings are intended to remain available for up to 12 months from the date of purchase.

After the guestbook access period ends, the guestbook and associated recordings are deleted in accordance with our data-retention procedures. Customers are responsible for downloading any recordings they wish to keep before their access period ends.

Customers may also delete individual messages while their guestbook is active. When a message is deleted through the service, we remove the copies of that recording maintained as part of the active guestbook, subject to limited temporary backups or records that may need to be retained for security, legal or technical purposes.

You may request deletion of an entire guestbook or other personal information before the normal retention period ends by submitting a request through our Support page.

Certain information may be retained for longer where reasonably necessary or legally required. For example, purchase and transaction records may need to be retained for tax, accounting, fraud-prevention, dispute-resolution or legal purposes.

We do not keep personal information longer than reasonably necessary for the purposes for which it is processed.

If you would like a recording you submitted to be removed, you may ask the customer who owns the guestbook to delete it.

You may also contact Keepsake Messages directly through our Support page. You do not need the customer’s permission to submit a privacy request to us.

Please provide enough information for us to identify the recording, such as the name you entered, the approximate date of the event or recording, and any other information that may help us identify the correct guestbook.

We may ask for additional information where reasonably necessary to verify the request and avoid deleting another person’s information by mistake.

Depending on where you live and the laws that apply to you, you may have rights relating to your personal information.

These may include the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete personal information.
• Request deletion of personal information in circumstances where the law provides that right.
• Request that certain processing be restricted.
• Object to certain processing.
• Withdraw consent where processing is based on consent.
• Request a copy of certain personal information in a structured, commonly used and machine-readable format where the right to data portability applies.
• Lodge a complaint with an applicable privacy or data-protection authority.

These rights are not absolute and may apply differently depending on the information involved, the reason it is being processed and the law that applies.

Making a privacy request

You do not need a Keepsake Messages account to make a privacy request.

To request access, correction, deletion, restriction, objection, withdrawal of consent or a portable copy of applicable personal information, submit a request through our Support page and tell us that your request relates to privacy.

We may ask for information reasonably necessary to verify your identity and locate the information involved.

We will respond within the period required by applicable law. Where the GDPR or UK GDPR applies, this is generally within one month of receiving a valid request, subject to extensions permitted by law for certain complex or numerous requests.

If we cannot fulfill all or part of a request, we will explain why where required by law.

We use cookies or similar technologies where necessary to provide functionality such as keeping customers signed in and maintaining the security of the service.

We do not use third-party advertising networks, cross-site behavioural advertising or marketing pixels on the service.

If we introduce non-essential cookies or tracking technologies in the future, we will update this policy and provide any notice or consent controls required by applicable law.

We use technical and organizational safeguards designed to protect personal information against unauthorized access, use, alteration, disclosure or loss.

These safeguards include private storage for guest recordings, access controls, restricted database access and controlled links for accessing audio.

No internet service or storage system can guarantee absolute security. Customers should download and securely retain their own copies of recordings they want to preserve permanently.

Keepsake Messages is not directed to children, and customers purchasing a guestbook must meet the age requirements applicable to entering into a contract where they live.

Where minors participate in an event and leave a recording, the customer organizing the guestbook is responsible for ensuring that any notice, permission or consent required by applicable law has been obtained.

If you believe personal information relating to a child has been collected or processed contrary to applicable law, please contact us through our Support page.

We may update this Privacy Policy as Keepsake Messages, our service providers or applicable legal requirements change.

When we make changes, we will update the “Last updated” date at the top of this page. If a change materially affects how we use personal information, we may also provide additional notice, such as by contacting customers with active guestbooks.

For privacy questions or to exercise a privacy right, including requesting access, correction, export or deletion of personal information, contact us through our Support page.

Keepsake Messages
Ontario, Canada

For general information about the service, please see our Terms and Conditions.