Privacy Policy

About this policy

The Fence (thefence.uk) is a UK store that creates personalised pet portraits from a photo you upload and prints them onto products such as canvas, framed and poster prints, mugs, blankets, cushions, apparel, and phone cases. This policy explains what personal data we collect, why we use it, who we share it with, and the rights you have.

We process your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The supervisory authority for data protection in the UK is the Information Commissioner's Office (ICO), at ico.org.uk.

The Fence is a trading name of [FILL IN: registered company / legal entity name], company number [FILL IN: company number (Companies House)], registered office [FILL IN: registered office address]. This version of the policy is effective from [FILL IN: effective / last-updated date for this version].

Who is responsible for your data

The data controller is [FILL IN: registered company name], [FILL IN: registered office address], company number [FILL IN: company number]. Our ICO registration reference is [FILL IN: ICO registration number].

For any privacy question or to exercise your rights, email hello@thefence.uk. [FILL IN: postal contact address for privacy requests if different from registered office]. Privacy queries are handled by our [FILL IN: name/title of data protection contact — use "privacy contact" unless a DPO is formally appointed].

The personal data we collect

• Identity and contact details: your name and email address.
• Delivery details: the postal/shipping address, and the recipient's name where an item is a gift.
• Your uploaded pet photo: this is central to the service and is treated as your personal data. We process it solely to produce the portrait and products you order. Please do not upload images containing other identifiable people without their consent (see our Terms).
• Order details: the products you choose, your style and personalisation options, proof correspondence and approvals, and your order history.
• Payment data: card payments are handled by Stripe. We do not store full card numbers; Stripe processes your card details and returns only limited confirmation data to us [FILL IN: confirm exactly what Stripe returns — e.g. last 4 digits, transaction ID, status].
• Communications: emails to hello@thefence.uk, proof feedback, and support messages.
• Usage, technical, and cookie data: device and browser information, IP address, and how you interact with the site. Your shopping cart is stored locally in your own browser and is not held on our servers until you check out. [FILL IN: analytics tooling in use, if any — e.g. GA4].

How and why we use your data

We use your personal data to:

• Create your AI portrait from the uploaded photo and prepare the products you have chosen.
• Send you a digital proof, handle revisions, and obtain your approval before anything is printed.
• Take payment via Stripe, and fulfil and ship your order through our print-on-demand partners.
• Provide customer service and send you order updates.
• Prevent fraud, keep the site secure, and meet our legal and accounting obligations.
• Send marketing communications, only where you have given consent.
• Improve our website and service.

Our lawful bases for using your data

Under the UK GDPR we rely on the following lawful bases:

• Performance of a contract (Article 6(1)(b)): creating your portrait, proofing, taking payment, fulfilment, shipping, and the customer service tied to your order.
• Legitimate interests (Article 6(1)(f)): fraud prevention, securing the site, improving our service, and sending non-marketing service messages. [FILL IN: confirm a Legitimate Interests Assessment exists].
• Consent (Article 6(1)(a)): marketing emails and non-essential cookies, which you can withdraw at any time.
• Legal obligation (Article 6(1)(c)): keeping transaction and accounting records for tax purposes.

Who we share your data with

We use trusted third parties to deliver the service. We require them to handle your data under contract, only on our instructions, and we do not sell your personal data.

An important point about your uploaded photo: it is sent to a third-party AI image provider to generate the portrait. This provider may process your image outside the UK or EEA, which means an international transfer of data may take place. Where it does, we rely on appropriate safeguards (for example UK adequacy regulations, or the ICO International Data Transfer Agreement / the UK Addendum to the EU Standard Contractual Clauses). [FILL IN: AI provider name and country/region of processing]. [FILL IN: specific transfer safeguard relied on].

• AI image provider: generates your portrait from your uploaded photo, as described above.
• Print-on-demand partners — Gelato and Printify: receive the finished artwork and your shipping details to print and ship your order. [FILL IN: confirm whether Gelato/Printify printing partners are UK-based or may be overseas, and resulting transfer safeguards].
• Stripe: processes your payment. [FILL IN: confirm Stripe entity / region and transfer basis].
• Hosting, infrastructure, and email providers: [FILL IN: hosting provider]; [FILL IN: transactional + marketing email provider].
• Any other processors, such as analytics or support tools: [FILL IN: any other processors].

How long we keep your data

• Raw uploaded photos: deleted within approximately 72 hours after your order is fulfilled.
• Order, transaction, and accounting records: kept for as long as required for tax and legal purposes — typically 6 years for UK accounting and tax records. [FILL IN: confirm retention period].
• Finished artwork and proof images: retained for a limited period after fulfilment so we can handle reprints, returns, and support queries. [FILL IN: confirm retention period — e.g. 12 months].
• Marketing contact data: kept until you unsubscribe or withdraw consent [FILL IN: confirm].

Your rights

Under UK data protection law you have the right to access your data; to have it corrected or erased; to restrict or object to its processing; to data portability; and to withdraw consent at any time. To exercise any of these, email hello@thefence.uk. We do not make decisions producing legal or similarly significant effects about you by solely automated means.

You also have the right to complain to the ICO if you are unhappy with how we have handled your data, and you may seek a judicial remedy. You can contact the ICO at ico.org.uk [FILL IN: ICO contact line if you want it printed — Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF / 0303 123 1113]. We would always welcome the chance to resolve any concern directly first.

Cookies

We use essential cookies to make the site work, including storing your shopping cart in your browser's local storage. We use non-essential, analytics, or marketing cookies only with your consent, which you can manage or withdraw at any time.

[FILL IN: cookie list / categories and consent-tool details — or link to a separate Cookie Policy].

Children

Our service is intended for adults and is not directed at children, and we do not knowingly collect personal data from children. Under the UK Data Protection Act 2018, a child can consent to online services from the age of 13; if you are under 13, please do not use the site or upload photos without the involvement of a parent or guardian. [FILL IN: confirm your minimum-age policy — e.g. customers must be 18 or over].

Changes to this policy

We may update this policy from time to time. The current version is dated [FILL IN: effective / last-updated date for this version]. Please check back for the latest version.

Contact us

For any privacy matter, email hello@thefence.uk. The Fence is a trading name of [FILL IN: registered company name], registered office [FILL IN: registered office address].