Privacy Policy

1. Introduction

This Privacy Policy explains how Regentic ("we," "us," "our") collects, uses, and protects your information when you use the Keepsake service (the "Service").

Keepsake is designed to help creative professionals review, approve, and hand over completed work securely. This Privacy Policy applies to all users of Keepsake, including creators (who upload work) and clients (who review and approve).

2. Information We Collect

Creator Account Information

When you create a Keepsake account, we collect your name, email address, and password. This information is necessary to authenticate your account, manage your subscription, and provide the Service.

Workspace & Project Information

Creators provide workspace names, project descriptions, and deliverable information when creating handover vaults. This information is stored to organize and display your projects.

Client Information

When you invite clients to review a vault, we collect their name and email address. Clients may also provide a signature (name) during the approval process. This information is recorded as part of the approval and audit trail.

Creative Deliverables

Keepsake stores the creative files you upload (designs, documents, video, audio, archives, etc.). These files are encrypted in transit and at rest. We calculate SHA-256 hashes of your files for integrity verification.

Vault & Approval Data

We store records of vault creation, file uploads, client reviews, revision requests, approvals, signatures, and downloads. This data forms the immutable audit trail that proves what was delivered and approved.

Technical & Security Information

We collect IP addresses, browser type, operating system, and timestamps to operate the Service securely and prevent abuse. We do not use this data for analytics or advertising.

Payment Information

Subscription payments are processed through Stripe. We do not store credit card details. Stripe handles payment processing according to their privacy practices.

3. How We Use Your Information

We use the information we collect to:

• Provide the Keepsake Service and manage your account
• Authenticate your identity and enforce authorization
• Store and manage creative deliverables securely
• Create and maintain immutable audit trails
• Generate verifiable certificates
• Manage your subscription and billing
• Send transactional emails (approval notifications, certificate delivery, password resets)
• Enforce security and prevent abuse
• Improve the reliability and performance of the Service
• Comply with legal obligations

4. Data Processing & Providers

Keepsake uses trusted third-party service providers to operate and deliver the Service. Depending on how you use Keepsake, these providers may process personal data on our behalf, including account information, project information, client contact details, files, and service-related communications.

Our current infrastructure providers include:

• Supabase — database, authentication, and related application infrastructure.
• Cloudflare — file storage and related infrastructure.
• Vercel — application hosting and infrastructure.
• Resend — transactional email delivery.
• Stripe — subscription billing and payment processing.

We require our service providers to maintain appropriate security measures and only permit access to data where necessary to provide their services.

We do not receive or store your full payment card details through Keepsake. Subscription payments are processed by Stripe.

We may update our service providers from time to time as the Service develops. Where required, we will provide appropriate information about material changes to our sub-processors.

5. Cookies & Tracking

Keepsake uses essential cookies only:

• Authentication cookies to maintain your session
• Security cookies to prevent cross-site request forgery

We do not use Google Analytics, PostHog, Hotjar, or any third-party analytics systems. We do not use advertising trackers or tracking pixels. Your vault activity is never tracked for analytics purposes.

6. Data Retention

We retain your data as long as your account is active or as necessary to provide the Service. Specifically:

• Account information is retained while your account exists
• Vault data, files, and audit trails are retained while vaults are active
• Approved vaults and certificates are retained for your access and verification
• Upon account deletion, all personal information and vaults are permanently removed

Certain data may be retained longer if required by law or to comply with regulatory obligations.

7. Data Security

We implement technical and organizational measures designed to protect your data, including:

• TLS encryption for data in transit
• Encryption at rest for stored files and data
• Server-side authorization enforced through application logic and database access controls
• Audit trails for important security and workflow events
• Access controls designed to limit access to authorized users and systems
• Backups and recovery procedures designed to support service resilience

While we implement strong security measures, no system is completely secure. If you believe your account has been compromised, contact us immediately at hello@regentic.co.uk.

8. Your Rights & Choices

Depending on your jurisdiction, you may have rights regarding your data:

• Access: You can request a copy of your personal data
• Correction: You can request correction of inaccurate data
• Deletion: You can request deletion of your account and data
• Portability: You can request your data in a portable format

To exercise these rights, contact us at hello@regentic.co.uk.

9. Third-Party Links

Keepsake may contain links to external websites. This Privacy Policy applies only to Keepsake. We are not responsible for the privacy practices of third-party sites.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or by posting an updated version on the Service.

11. Contact Us

If you have questions about this Privacy Policy or how we handle your data, contact us: