Keepsake Club Privacy Policy
Last updated: 28 September 2026
At Keepsake Club, we create products designed to preserve the things that matter — including children's artwork, family memories and childhood moments.
We respect your privacy and take care with the personal information and artwork you trust us with.
This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and your rights in relation to that information.
1. What information do we collect?
The information we collect depends on the product you purchase and how you interact with Keepsake Club.
Information you provide when placing an order
This may include:
your name
email address
delivery address
billing information
phone number
order details
information you provide when contacting us.
Payment details are processed securely by Stripe. We do not store your full payment card details ourselves.
Information provided for our artwork products
For products such as our personalised art collections, you may provide:
photographs or digital copies of your child's artwork
photographs of original artwork
names or other details associated with the artwork where required
other information you choose to provide to help us create your product.
You may send artwork to us digitally or send us the original artwork by post or courier.
We only collect information that is reasonably necessary to provide the product you have purchased.
Information provided for Family Explorers Mail
For products that are mailed directly to a child, such as Family Explorers Mail, we may collect the child's first name and the delivery information necessary to send the product.
2. Children's information and artwork
Some Keepsake Club products are specifically designed around children's artwork, names and childhood experiences.
We expect that information about a child will be provided to us by their parent, guardian or another adult who is authorised to provide it.
We use children's information and artwork only for the purpose for which it has been provided — for example, to create a personalised art collection or address a Family Explorers Mail product.
We do not sell children's personal information or artwork.
We do not use children's artwork, photographs or names for advertising, social media or other promotional purposes without your separate permission.
3. How we use your information
We may use your information to:
process and fulfil your order
create personalised products
prepare and send Family Explorers Mail and other products
communicate with you about your order
arrange delivery or return of artwork
provide customer support
process payments
manage refunds, returns and exchanges
send marketing communications where you have opted to receive them
maintain and improve our website and products
meet our legal, accounting and administrative obligations
protect our website and business from fraud, misuse or security threats.
We will not use your personal information for unrelated purposes unless permitted by law or you have given us permission.
4. How we handle your child's artwork
We understand that the artwork you send us is special — and often irreplaceable.
You may provide artwork digitally or send us the original artwork by post or courier.
If you send original artwork, we will take reasonable care of it while it is in our possession and will return it to you where return of the originals is part of the product or service.
If you provide artwork digitally, we store the files securely in Google Drive while we are working on your order.
Digital copies of artwork are deleted from our working files once your order has been completed, unless we have another lawful reason to retain them or you have specifically asked us to retain them.
We do not sell, license or commercially use your child's artwork.
We will not publish or use your child's artwork for promotional purposes without your permission.
5. Who has access to your information?
Keepsake Club is a small business and personalised products are created by us directly.
We may use trusted third-party services to operate our business, including:
Hostinger
Our website and related website services are provided through Hostinger. Customer information submitted through our website may be processed through Hostinger's systems.
Google Drive
Artwork and files supplied for personalised products may be stored temporarily in Google Drive while we create your order.
Stripe
Payments are processed through Stripe. Your payment information is handled by Stripe in accordance with its own privacy and security practices.
Delivery and courier providers
Where an order needs to be delivered, we may provide the delivery provider with information such as your name, address and contact details where necessary to deliver your order.
We only provide third parties with information that is reasonably necessary for them to provide the relevant service.
We do not sell your personal information to third parties.
6. Information stored outside New Zealand
Some of the technology providers we use may store or process information outside New Zealand.
This may include information stored through services such as Hostinger, Google and Stripe.
Where personal information is disclosed to an overseas organisation, the New Zealand Privacy Act contains requirements designed to ensure that appropriate privacy safeguards apply.
7. How long do we keep your information?
Artwork
Digital copies of artwork supplied for personalised products are deleted from our working files once your order has been completed.
Original artwork
Where original artwork has been sent to us, it will be returned in accordance with the arrangements for your product.
Order information
We may retain information such as your name, contact details, order history and transaction records for as long as reasonably necessary to operate our business and meet legal, accounting and tax obligations.
8. Keeping your information secure
We take reasonable steps to protect the information you provide to us from loss, misuse, unauthorised access, modification or disclosure.
This includes using reputable third-party services such as Google Drive, Hostinger and Stripe to help us store and process information securely.
However, no method of electronic storage or transmission can be guaranteed to be completely secure.
If we become aware of a privacy breach that requires notification under New Zealand law, we will follow the applicable notification requirements.
9. Marketing communications
If you choose to receive marketing communications from Keepsake Club, we may send you information about:
new products
product launches
special offers
Keepsake Club news
other relevant updates.
You can unsubscribe from marketing emails at any time using the unsubscribe option provided in the email.
We will not use your child's artwork, photographs or personal information for marketing purposes without your permission.
10. Cookies and website information
Our website may use cookies and similar technologies to help it function, understand how visitors use the website and improve the customer experience.
Information collected through our website may include:
your IP address
browser and device information
pages visited
referring websites
information about how you interact with our website.
Some cookies may be provided by third-party services used on our website.
You can manage cookies through your browser settings. Disabling certain cookies may affect how some parts of the website function.
11. Accessing or correcting your information
You have the right to ask us what personal information we hold about you and to request that incorrect information is corrected.
If you would like to access or correct your information, please contact us through the contact details provided on the Keepsake Club website.
We may need to verify your identity before providing access to personal information.
12. Requesting deletion
You can contact us and ask us to delete personal information or artwork we hold about you or your child.
We will delete information where we no longer need to retain it and where we are not required or permitted by law to keep it.
Because our normal practice is to delete digital artwork once a personalised order has been completed, there may be no artwork files remaining when you make a request.
Some information, such as transaction or accounting records, may need to be retained to meet our legal obligations.
13. Privacy concerns
If you have a concern about how we have collected, used, stored or disclosed your personal information, please contact us through the contact details provided on the Keepsake Club website.
We will work with you to understand and resolve your concern.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner in New Zealand.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time as our business, products, technology or legal obligations change.
The most recent version will always be available on our website and will show the date it was last updated.
Artwork submission notice
By submitting artwork or information about your child, you confirm that you are the parent, guardian or authorised adult providing this information to Keepsake Club. We use the information only to create and deliver your order. Digital artwork is stored securely while we work on your order and deleted once your order is complete.
