Draft operational policy for WhitefriarsGlass.uk. This is not legal advice and should be reviewed before public launch if the site is opened beyond trusted contributors.
WhitefriarsGlass.uk stores account details such as email address, display name, login credentials, collection name, role/permission assignments, public collection preference, audit records where enabled, contact submissions and any item, set, catalogue, image, sale or eBay-link data entered by the user.
Contact submissions store the sender's name, email address, message, optional unchanged attachments, account link when logged in, browser user-agent and a one-way keyed hash of the connection address for abuse prevention. Notification addresses are held privately in site settings and are not exposed on the contact form. The database record is retained even if an email notification fails.
Mandatory administrator messages record the targeted user, first display time and acknowledgement time. The sending administrator may optionally enable acknowledgement IP address and browser user-agent collection for a particular message where that extra evidence is necessary. Acknowledgement records receipt, not agreement.
The data is used to provide account access, catalogue and identification functions, collection management, public/shared/private visibility controls, sale/export workflows, and administrative security. The site should only collect data needed for those purposes.
By uploading images or entering item/set/catalogue information, the contributor grants WhitefriarsGlass.uk a perpetual, worldwide, royalty-free, non-exclusive licence to store, reproduce, display, adapt for technical presentation, and use that material for site, reference-library, identification, catalogue, research and preservation purposes. This licence continues after account deletion where the material has been anonymised or transferred to the WhitefriarsGlass.uk Library owner.
Copyright assignment is not asserted by this policy. Assignment normally needs clear, explicit wording and may be better handled as a separate signed contributor agreement. This policy therefore uses strong licence wording rather than pretending copyright ownership automatically transfers.
When an account is deleted, the account is deactivated and personal identifiers are removed or replaced where practical. Items and useful reference records are not automatically destroyed. They may be transferred to the WhitefriarsGlass.uk Library owner so the catalogue/reference value is preserved without the original user’s personal identity attached.
During transfer, private owner notes, owner-specific asset tags, private location/storage notes, personal marketplace links, acquisition/disposal details and eBay account links should be cleared where they may identify the user. Neutral reference information such as maker, pattern, dimensions, colour, item type, catalogue links, neutral condition notes and non-personal images may be retained.
If eBay connections are enabled, OAuth connections are stored separately for each eBay account. Tokens must not be displayed to users or admins. On account deletion, connected eBay account records and stored tokens are deleted locally and should be revoked through eBay where API access allows.
Personal account data is retained only while needed for account operation, security, audit, legal or legitimate reference-library purposes. Anonymised reference material may be retained indefinitely where it no longer identifies the contributor.
Privacy, correction, deletion and account-data requests should be sent through Contact Site Owner. Requests will be assessed under UK data-protection requirements and the site’s legitimate reference-library purpose.