Privacy Policy

1. Who This Policy Applies To

This Privacy Policy applies to people who visit or use Storeeboard’s website, enquire about our services, request quotations, commission artwork, communicate with Storeeboard, receive Storeeboard artwork as a gift or delivery, or otherwise provide personal information to us.

Because Storeeboard creates artwork from personal stories, we may also receive information about people who are not themselves our customers. For example, a customer may provide photographs of family members, details about a gift recipient, or information concerning people who form part of the story being represented.

Where appropriate, customers should ensure that they have the necessary authority, permission or lawful basis to provide such information to Storeeboard.

For purposes of applicable data-protection law, Storeeboard is responsible for determining how and why personal information covered by this Privacy Policy is processed.

2. Information We May Collect

The information we collect depends on how you interact with Storeeboard and what is reasonably required for your commission.

We may collect identity and contact information such as your name, telephone number, email address, location, delivery address and other details needed to communicate with you or fulfil your order.

For commissions, we may collect project information including your artistic brief, preferred size and medium, whether your artwork will be printed or painted, framing preferences, desired delivery date, revision instructions and other specifications.

Storeeboard may also receive story materials. These may include personal memories, relationships, locations, dates, significant events, written stories, descriptions, voice notes, symbolic references and other information you choose to share so that we can understand and interpret your story.

We may receive photographs, portraits, reference images and other materials showing you or other individuals. These materials may be used to create, compose, edit, refine or accurately represent recognizable figures within commissioned artwork.

We may also maintain records relating to payments, transaction references, order status, customer communications, approvals, revisions, delivery information, complaints and customer-service interactions.

When you use our website, certain technical information may also be processed, such as your IP address, browser or device information, website interactions, referral information, cookies and analytics information where those technologies are in use.

3. Sensitive or Highly Personal Information

A personal story may sometimes reveal particularly private information, including information about relationships, health, religious beliefs, ethnic origin, political opinions, sexual life, criminal matters or other sensitive circumstances.

Such information may qualify as sensitive personal information under applicable data-protection law and therefore requires particular care.

Please only provide sensitive information where it is genuinely relevant to the artwork you want Storeeboard to create.

Where Storeeboard receives such information, we aim to limit its use to the purpose for which it was provided and to apply safeguards appropriate to the nature of the material.

Storeeboard may ask you not to provide unnecessary sensitive information and may remove information from its systems where it is not reasonably required for the commission or another legitimate purpose.

4. How We Obtain Information

Most information is provided directly by you through our website, forms, WhatsApp, email, social-media communications, consultations, quotations, payment communications and the commissioning process.

Information may also be supplied by someone ordering on behalf of another person, by payment or delivery service providers, through website technologies, or by another person authorised to communicate with Storeeboard concerning an order.

Where information concerning another individual is provided to us indirectly, we will handle it consistently with this Privacy Policy and applicable law.

5. Why We Use Personal Information

Storeeboard processes personal information only where there is an appropriate reason to do so.

We may use personal information to respond to enquiries, prepare quotations, understand a customer’s story, develop creative concepts, create and revise commissioned artwork, produce recognizable figures, print, paint or frame artwork, process and verify payments, communicate about orders, arrange collection or delivery, provide customer support, resolve complaints or disputes, maintain business and accounting records, prevent fraud or misuse, protect legal rights, operate and improve our website and services, comply with legal obligations, and carry out other purposes clearly communicated to you.

Depending on the circumstances, processing may be necessary to enter into or perform an agreement with you, necessary to comply with a legal obligation, based on your consent, or undertaken for legitimate and proportionate business purposes permitted by applicable law.

Storeeboard aims to process personal information lawfully, fairly, transparently and only for appropriate and specified purposes.

6. Information About Other People

Storeeboard commissions may contain, depict or refer to people other than the person placing the order.

If you provide another person’s photograph, likeness, story, private communication or personal information, you are responsible for ensuring that you have an appropriate right, permission or other lawful basis to provide that material to Storeeboard and to instruct us to use it for your commission.

This is particularly important where materials concern children, private individuals or sensitive circumstances.

Our Terms & Conditions contain additional provisions concerning customer-supplied materials, third-party rights, intellectual property and customer responsibilities.

7. Children

Storeeboard’s commercial services are intended to be commissioned by adults capable of entering into an agreement with us.

Artwork may nevertheless include children, childhood photographs or stories concerning minors.

Where personal information concerning a child is submitted to Storeeboard, the customer should have the necessary parental, guardian or other lawful authority to provide that information where required.

We apply particular caution before publicly displaying commissioned work containing identifiable children.

Purchasing or commissioning artwork from Storeeboard does not automatically give Storeeboard permission to use a child’s image, story or commissioned artwork for advertising, portfolio or promotional purposes.

8. Artists, Freelancers and Production Partners

Storeeboard may work with carefully selected third parties as part of creating, producing and delivering commissioned artwork.

Depending on the project, these parties may include artists, illustrators, painters, editors, retouchers, face-processing specialists, printers, framers, delivery providers, technology providers, website or cloud-service providers and professional advisers.

Storeeboard aims to provide such persons only with the information reasonably necessary for them to perform their role.

Access to a customer’s complete personal story should not be provided merely because a service provider requires one image, production file or limited piece of information.

Where appropriate, Storeeboard may require contractors, freelancers or service providers to maintain confidentiality and appropriate safeguards when handling customer materials.

9. Digital Creative Tools

Storeeboard may use digital creative technologies as part of its artistic and production process.

Depending on the commission, these technologies may assist with concept development, visualisation, image realization, compositing, editing, retouching, enhancement, reference development or processing of recognizable figures.

The use of such technologies does not give Storeeboard unrestricted permission to use your photographs, personal story or other materials for unrelated purposes.

Storeeboard does not intentionally submit customer materials to third-party services for the purpose of training publicly available AI models.

Where identifiable or sensitive customer material is involved, Storeeboard aims to select tools and workflows appropriate to the confidentiality and privacy requirements of the project.

If a proposed process would involve a materially different use of particularly sensitive customer information, Storeeboard may seek additional permission before proceeding.

10. International Processing

Some technology, cloud, creative, communication or other service providers used by Storeeboard may operate outside Ghana or may store or process information using infrastructure located in other countries.

Where this occurs, Storeeboard will take reasonable steps to consider the privacy and security arrangements applicable to the service and to use providers appropriate for the type of information being processed.

Where required, Storeeboard will take reasonable steps to ensure that international processing is carried out consistently with applicable data-protection requirements.

11. Private Stories Are Private by Default

Commissioning Storeeboard does not automatically give Storeeboard permission to publish your private story, photographs or commissioned artwork.

Our default position is that customer materials are used to fulfil the commission and for related legitimate administrative, production and customer-service purposes.

If Storeeboard would like to use identifiable commissioned work for its website, social media, advertising, exhibitions, portfolio or other promotional material, we may request separate permission.

Where appropriate, you may be offered choices concerning whether Storeeboard may display the artwork itself, an anonymised version of the story, your first name or other identifying information.

Declining promotional permission will not prevent you from commissioning artwork from Storeeboard.

12. Intellectual Property and Privacy Are Different

Giving Storeeboard permission to use a photograph, story or other material for the purpose of creating your commissioned artwork does not automatically give Storeeboard permission to publish that material publicly.

Similarly, privacy permission does not determine ownership of copyright or other intellectual-property rights.

Ownership of, and permitted uses relating to, commissioned artwork are governed separately by Storeeboard’s Terms & Conditions and any specific written agreement relating to your project.

13. Marketing Communications

Purchasing from or enquiring about Storeeboard does not automatically mean that you have agreed to receive unrelated promotional marketing.

Where consent is required, Storeeboard will seek it separately.

If you choose to receive promotional communications, you may withdraw that permission through any unsubscribe method provided or by contacting Storeeboard.

Storeeboard aims to comply with applicable requirements governing electronic commercial communications, including requirements concerning consent and the ability to stop future promotional messages.

14. Payment Information

Payments may be processed using Storeeboard’s selected payment providers or payment channels.

Storeeboard may retain information necessary to identify and account for a payment, including payer details, payment amount, date, transaction reference and payment confirmation.

Unless expressly stated otherwise, Storeeboard does not require customers to provide passwords, PINs or other secret authentication credentials.

Never send passwords, PINs or other confidential authentication credentials to Storeeboard.

Where a third-party payment provider processes a transaction, that provider’s own privacy, security and contractual practices may also apply.

15. Delivery Information

Where delivery is requested, Storeeboard may collect information reasonably necessary to fulfil the delivery, such as the recipient’s name, telephone number, address, map location and delivery instructions.

Relevant information may be provided to a courier or delivery partner for the purpose of completing the delivery.

Storeeboard will not intentionally provide delivery information to a delivery partner for unrelated marketing purposes.

16. Cookies and Website Technologies

Storeeboard’s website may use cookies or similar technologies necessary to operate the website, maintain security, remember preferences, understand website performance or measure how visitors interact with the website.

Where non-essential analytics, advertising or tracking technologies are introduced, Storeeboard may provide additional notices, consent mechanisms or choices where appropriate.

You may also be able to control certain cookies through your browser or device settings.

17. How Long We Keep Information

Storeeboard does not intend to retain identifiable personal information indefinitely merely because it was once provided to us.

Different categories of information may be retained for different periods depending on why they were collected and whether continued retention is reasonably necessary.

Order, payment, accounting and contractual records may be retained for periods reasonably required for administration, accounting, fraud prevention, dispute resolution and compliance with legal obligations.

Working photographs, private story materials, production files and other commission materials may be retained for as long as reasonably necessary to complete the commission, manage revisions, provide customer support, handle disputes or meet legitimate operational or legal requirements.

When such materials are no longer reasonably required, Storeeboard may securely delete or anonymise them, subject to any legal obligation or legitimate reason requiring continued retention.

Information connected with a dispute, complaint or legal claim may be retained for as long as reasonably necessary to establish, exercise or defend legal rights.

Where feasible, information that no longer needs to identify an individual may instead be anonymised.

18. Security

Storeeboard takes reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, destruction, misuse, alteration or disclosure.

Measures may include account and password protection, access restrictions, limiting access to customer material according to job function, secure storage practices, confidentiality expectations for contractors and responsible disposal of information that is no longer required.

No electronic storage, online service or transmission method can be guaranteed to be completely secure.

Accordingly, while Storeeboard takes reasonable steps to protect personal information, we cannot guarantee absolute security against every event or circumstance beyond our reasonable control.

19. Personal Data Breaches

If Storeeboard becomes aware of unauthorised access, disclosure, loss or another compromise of personal information, we will assess the incident and take reasonable steps to investigate, contain and address it.

Where notification to affected individuals, the Data Protection Commission or another authority is required by applicable law, Storeeboard will take appropriate steps to provide that notification.

20. Your Privacy Rights

Under Ghana’s Data Protection Act, 2012 (Act 843), individuals have rights concerning their personal information.

Depending on the circumstances, these may include rights to be informed about processing, obtain information concerning personal information held about them, request access to personal information, request correction of inaccurate information, object to certain processing, require certain processing to cease where applicable, and exercise rights concerning direct marketing.

Where processing depends on your consent, you may withdraw that consent.

Withdrawal does not necessarily invalidate processing that lawfully occurred before consent was withdrawn, and withdrawing consent may affect Storeeboard’s ability to continue providing a service where the relevant information is necessary for that service.

21. Privacy Requests

You may contact Storeeboard to exercise a privacy right, ask a question about your information or raise a concern about how your information is being handled.

Privacy requests may be submitted through the official contact channels published on Storeeboard’s website or through an established communication channel between you and Storeeboard.

Please provide enough information for Storeeboard to identify the relevant records and understand your request.

Storeeboard may reasonably ask for information necessary to verify your identity before disclosing, correcting or deleting personal information.

A request for deletion does not necessarily require Storeeboard to erase information that Storeeboard is legally entitled or required to retain, including certain contractual, transaction, accounting, fraud-prevention or dispute-related records.

22. Complaints

If you believe Storeeboard has mishandled your personal information, please contact Storeeboard first so that we can investigate the matter.

You may also have the right to contact the Data Protection Commission of Ghana, which is responsible for administering and enforcing Ghana’s data-protection framework.

23. Third-Party Websites and Services

Storeeboard’s website or communications may contain links to websites, platforms or services operated by other organisations.

Storeeboard does not control the privacy practices of independently operated third-party websites or services.

Their own privacy notices, terms and security practices may apply when you interact with them.

24. Changes to This Privacy Policy

Storeeboard may update this Privacy Policy from time to time to reflect changes in our services, business operations, technology, legal obligations or privacy practices.

The current version of this Privacy Policy will display its Effective Date and Last Updated date.

Where a change would materially affect how previously collected personal information is used and additional consent, notice or another step is legally required, Storeeboard will take appropriate steps before applying that new use.

An updated Privacy Policy does not by itself convert permission previously granted for one purpose into unrestricted permission for an unrelated purpose.

25. Contact Storeeboard

Questions about this Privacy Policy, Storeeboard’s handling of personal information or your privacy rights can be directed to Storeeboard through the official contact information and communication channels provided on our website.

Where you already have an active commission or existing communication with Storeeboard, you may also raise a privacy matter through that established communication channel.

Storeeboard — Framing stories that matter.