Privacy Policy
Handcraft with Soul
Last updated: 7 July 2026
In short
We only use your information to make and deliver your personalised order, and to run our shop. We never sell your data. You can ask us to show you, correct, or delete your information at any time — just email us.
This Privacy Policy explains how Handcraft with Soul collects, uses, stores and protects your personal information when you visit our website, place an order, contact us or use our services.
Our website address is:
handcraftwithsoul.co.uk
Handcraft with Soul is referred to in this policy as “we”, “us” or “our”.
If you have any questions about this Privacy Policy or how we use your personal information, you can contact us at:
Handcraft with Soul
34 Flax Meadow Lane
Axminster
EX13 5FJ
United Kingdom
Email: [email protected]
Website: handcraftwithsoul.co.uk
ICO Registration Reference: [add your ICO data controller registration number here]
1. Who we are
Handcraft with Soul is a handmade personalised gifts and keepsakes business based in the United Kingdom.
We create made-to-order and personalised products, including handmade frames, keepsakes, angel decorations, family tree frames, wedding gifts, birth keepsakes, charms and home decor items.
When you use our website or place an order with us, we may collect and process personal information needed to provide our products and services.
2. What personal information we collect
We may collect the following types of personal information:
Customer details
- Name
- Billing address
- Delivery address
- Email address
- Phone number
- Order details
- Payment confirmation details
- Account details, if you create an account on our website
Personalisation details
- Names
- Dates
- Messages
- Dedications
- Birth details
- Hair colours
- Hairstyles
- Outfit colours
- Family member details
- Pet details
- Custom text for plaques or engraving
- Photos or images you upload for us to use in your personalised product
- Other details you provide for your personalised order
Website and technical information
- IP address
- Browser type
- Device information
- Pages visited
- Date and time of visit
- Cookie preferences
- Website usage information
Communication information
- Messages sent through our contact form
- Emails sent to us
- Order notes
- Customer service messages
- Phone number, if used to contact you by call or SMS about your order or delivery
- Review or feedback details, if you choose to leave them
We only collect information that is needed to process your order, provide our services, improve our website, communicate with you or comply with legal obligations.
3. How we collect your information
We collect personal information when you:
- Place an order on our website
- Create an account
- Fill in personalisation fields, including uploading photos or images
- Contact us through our contact form
- Send us an email
- Subscribe to our newsletter, if available
- Leave a review
- Use or browse our website
- Accept or manage cookies on our website
Some technical information may be collected automatically through cookies or similar technologies.
4. Why we use your personal information
We use your personal information for the following purposes:
- To process and complete your order
- To create personalised handmade products, including using any photos or images you provide
- To deliver your order
- To contact you about your order
- To respond to your messages or questions
- To manage returns, refunds or order issues
- To keep records for tax and accounting purposes
- To improve our website and customer experience
- To prevent fraud and protect our website
- To comply with legal obligations
- To send marketing emails only if you have agreed to receive them
We do not sell your personal information.
5. Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for using your personal information.
We may use your information under the following lawful bases:
Contract
We use your personal information to process your order, create your personalised product, arrange delivery and provide customer service.
Legal obligation
We may need to keep certain order, payment and accounting records to comply with legal and tax requirements.
Legitimate interests
We may use your information to manage our business, improve our website, prevent fraud, handle customer enquiries and keep our services secure.
Consent
We will rely on your consent for certain activities, such as sending marketing emails or using some non-essential cookies where required.
You can withdraw consent at any time where we rely on consent.
6. Personalised products and information you provide
Many of our products are personalised and made to order.
When placing an order, you may provide personalisation details such as names, dates, messages, dedications, birth details, hair colours, outfit colours, family member information, pet details, or photos and images you upload for us to use in your product.
We use this information only to create your personalised product and complete your order.
Please make sure all personalisation details, including any photos, are correct and are yours to share before placing your order, as we will make your item using the details you provide.
7. Payment information
Payments on our website are processed securely by third-party payment providers.
We do not store your full card details on our website.
Depending on the payment method you choose, your payment information may be processed by providers such as Stripe, WooPayments, PayPal or another secure payment provider available at checkout.
Payment providers may process your information according to their own privacy policies.
8. Who we share your information with
We only share personal information when necessary.
We may share your information with:
- Payment providers, to process your payment
- Delivery companies, to send your order
- Website hosting providers, to operate our website
- WooCommerce and WordPress-related services, to manage orders and website functionality
- Email service providers, to send order emails or customer service messages
- Analytics providers, if used, to understand website performance
- Professional advisers, such as accountants, if required
- Legal or regulatory authorities, if required by law
We do not sell your personal information to third parties.
9. Delivery and shipping providers
To deliver your order, we may share your name, delivery address, email address and/or phone number with postal or courier services.
This is necessary so your parcel can be delivered and, where available, so tracking or delivery updates can be provided.
10. Contact forms and email messages
If you contact us through our website contact form or by email, we will use the information you provide to respond to your enquiry.
We may keep a record of your message so we can manage customer service, order issues or future communication.
11. Customer accounts
If you create an account on our website, we may store your name, email address, billing address, delivery address and order history.
You can usually access, update or delete your account information by logging into your account.
Some order records may need to be kept for legal, tax or business record purposes.
12. Reviews and feedback
If you leave a review or feedback on our website, the information you provide may be visible to other visitors.
If you choose to include a photo of your finished product in a review, please make sure it does not contain private personal information you would not want to be public, such as a child’s face, full name or address, unless you are happy for this to be shown.
Please do not include private personal information in public reviews.
We may use reviews or feedback to improve our products and customer experience.
13. Marketing emails
We will only send you marketing emails if you have agreed to receive them.
You can unsubscribe at any time by clicking the unsubscribe link in the email or by contacting us.
We will not sell your email address to other businesses.
14. Cookies
Our website may use cookies and similar technologies.
Cookies are small files stored on your device that help the website work properly, improve your experience and understand how visitors use the site.
We may use:
Essential cookies
These are needed for the website to work, such as shopping basket, checkout, security and account functions.
Analytics cookies
These help us understand how visitors use our website, if analytics tools are enabled.
Marketing cookies
These may be used for advertising or social media features, if enabled.
You can manage cookies through your browser settings or through any cookie banner or cookie settings tool available on our website.
More information will be available in our Cookie Policy.
15. Analytics and tracking
If we use analytics tools, such as Google Analytics or similar services, we may collect information about how visitors use our website.
This may include pages visited, time spent on the website, device type, browser type and general location information.
Analytics data helps us understand and improve our website.
16. Social media
Our website may include links to our social media pages, such as Instagram, Facebook, TikTok or Pinterest.
If you click these links or interact with our social media pages, those platforms may collect information about you according to their own privacy policies.
We are not responsible for the privacy practices of third-party social media platforms.
17. How long we keep your information
We keep personal information only for as long as necessary.
Order and transaction records may be kept for accounting, tax and legal purposes.
We may keep:
- Order records for up to 6 years where needed for tax, accounting or legal purposes
- Personalisation details and any photos or images you provide until your order is complete, and for a further [30 days / 3 months — choose a period] afterwards in case of reprints, reorders or issues, after which they are deleted
- Customer service messages for as long as needed to resolve enquiries or issues
- Account information while your account remains active
- Marketing consent records until you unsubscribe or withdraw consent
- Website analytics data according to the settings of the analytics tool used
When information is no longer needed, we will delete it or anonymise it where possible.
18. How we protect your information
We take reasonable steps to protect your personal information.
This may include:
- Secure website technology
- Password-protected systems
- Limited access to customer information
- Secure payment processing through third-party providers
- Keeping website software and plugins updated
- Using reputable website hosting and service providers
However, no website or online service can be guaranteed to be completely secure.
19. International transfers
Some of the service providers we use may process personal information outside the United Kingdom.
Where this happens, we only use service providers that apply appropriate safeguards recognised under UK data protection law, such as an adequacy decision, Standard Contractual Clauses, or an equivalent approved mechanism, to protect your information.
This may apply to services such as website hosting, payment processing, email providers, analytics tools or cloud-based systems.
20. Your data protection rights
Under UK data protection law, you have rights over your personal information.
Depending on the situation, you may have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct inaccurate information
- Ask us to delete your information
- Ask us to restrict how we use your information
- Object to how we use your information
- Ask for your information to be transferred to another provider
- Withdraw consent where we rely on consent
- Complain to the UK Information Commissioner’s Office
To exercise your rights, please contact us using the contact details in this policy.
We may need to verify your identity before responding to your request.
We will respond to your request within one month. Where a request is complex, we may extend this by a further two months, and we will explain why if this is needed.
21. Complaints
If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.
ICO website: ico.org.uk
22. Children’s information
Our products may be purchased for children, such as birth keepsakes, christening gifts or First Holy Communion keepsakes.
The personalisation details may include a child’s name, birth date, birth time, birth weight, photo or other details provided by the customer.
We only use this information to create the personalised product and complete the order.
Our website is not intended for children to use or place orders directly.
23. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
Any changes will be posted on this page with an updated “Last updated” date.
Please check this page occasionally to stay informed about how we use and protect your personal information.
24. Contact us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
Handcraft with Soul
34 Flax Meadow Lane
Axminster
EX13 5FJ
United Kingdom
Website: handcraftwithsoul.co.uk
Email: [email protected]