Version 1 · effective 2026-09-24 · body SHA-256 b7e1ca3c958b09ae…
WhitefriarsGlass.uk stores account details such as verified and pending email address, display name, password hash, one-way verification or reset token hashes, collection name, role and permission assignments, public collection preference, audit records, contact submissions and any item, set, catalogue, image, Store order or eBay-link data entered by the user. Transactional messages and bounded non-secret delivery diagnostics are retained in the mail outbox. Microsoft and Stripe credentials and full card details are not stored there.
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 outbound administrator alert fails.
Mandatory administrator messages record the targeted user, first display time and acknowledgement time. The sending administrator may optionally enable acknowledgement connection-address and browser evidence 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 and private visibility controls, Reference Library contributions, Store and delivery administration, contact and complaint handling, security and audit. The site collects only data needed for those purposes. Store-specific processing remains described in the separately governed six-document Store policy pack.
Copyright and permitted reference use are governed separately by the versioned Contributor Media Licence at /contributor_media_licence.php. Contributors retain copyright. Acceptance is an explicit, recorded action before an interactive image upload and is required again after a material licence change; this Privacy Policy does not assign media rights.
When an account is deleted, it is deactivated and personal identifiers are removed or replaced where practical. The user is offered a clear choice whether eligible images and neutral reference information are retained in anonymised Reference Library custody. No legacy acceptance is fabricated and an opt-out prevents a new Library copy during removal.
During transfer, private owner notes, owner-specific asset tags, private location or storage notes, personal marketplace links, acquisition or disposal details and eBay account links are 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. Statutory, financial, accepted-order, policy-snapshot, durable-confirmation, security and audit evidence is preserved where it must remain immutable.
Stripe handles payment-card credentials; WhitefriarsGlass.uk stores provider identifiers, payment state and immutable order evidence rather than raw card numbers or security codes. Microsoft Graph sends configured transactional messages. Hosting, payment, mail and delivery providers receive only the information needed for the configured service. The owner maintains processor, controller and international-transfer assessments in the protected Compliance & Governance records; this notice does not claim an unverified supplier role or transfer safeguard.
If eBay connections are enabled, OAuth connections are stored separately for each eBay account. Tokens are not displayed to users or administrators. On account deletion, connected eBay records and stored tokens are deleted locally and should be revoked through eBay where API access allows. Optional analytics, marketing and third-party challenge features are off unless deliberately configured under their separate privacy and storage gates.
Necessary browser storage supports authentication, security, submitted forms and recorded privacy choices. Purely read-only anonymous pages do not create a PHP session merely for browsing. Optional browser storage is off unless the visitor makes an informed choice through Cookies & privacy. The live registry at /cookies_privacy.php states each enabled technology, provider, purpose, category, duration and control.
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. Detailed periods, disposal controls, legal holds and exceptions are governed by the protected retention register and policy.
Privacy, access, correction, deletion, restriction, objection, portability and account-data requests can be sent through Contact Site Owner at /contact.php. Requests are assessed under applicable UK data-protection requirements and the site's documented purposes and retention duties.
A person can choose Data-protection complaint on the same route without an account. The site records the received time, protected case evidence and acknowledgement deadline. It acknowledges the complaint within 30 days, investigates without undue delay, keeps the complainant informed where appropriate and communicates the outcome. A complainant may also raise the matter with the Information Commissioner's Office. A data-rights request and a complaint remain distinct even when their records are linked.